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1 Prepared by Yvette Rutherford, National IT, Membership and Business Support Officer Surf Life Saving Australia Limited 2011 Lifesaving Online User Guide Version 1.2 Copyright Surf Life Saving Australia Ltd. 2011

2 1. Introduction 1.1 About Lifesaving Online Benefits of Using Lifesaving Online Before you Start & Background Information Set Up Process 4 2. Account Creation 2.1 Step 1 Create Your Account Step 2 Confirm Your Account Step 3 Logging In Forgotten username and/or password Lifesaving Online Functionality 3.1 My Memberships My Courses My Awards My Patrols Online Payments Personal Details 17 4 Pending Membership Requests 4.1 Club Administrators Support 18 2

3 Lifesaving Online is a self service member portal for anyone who is a member of an SLSA affiliated club/organisation or who wants to join or rejoin a club. The application allows both the public and surf club members to maintain personal information online to ensure it is correct in the SLSA member database, Surfguard. You may also use Lifesaving Online to renew SLSA surf club membership or request membership at a new SLSA Organisation. Creating an account and using Lifesaving online is free and once you have signed up you can take full control over your membership records. This document is designed to provide a basic overview of Lifesaving Online. For further information, help or assistance with any of SLSA s websites please the IT department help@lifesavingonline.com.au or call on Join a surf club or other SLSA affiliated organisation. Renew your membership at a surf club or other SLSA affiliated organisation. View all your awards and their respective proficiency dates. See a calendar of your patrol dates. Check your patrol hours for this seasons and previous years. Update your contact details. 3

4 Every person in the Surf Life Saving organisation has their own entry in the national membership database to record their own awards, assessments and patrol hours and this website reflects that. All accounts created on Lifesaving Online (LSO) are for individuals only and not families. If you are a parent registering your children, you will need to create separate accounts for each child. The Lifesaving online system is set up this way for the following reasons: Each person, regardless of age, is recorded as an individual in our Membership Database (Surfguard). A Lifesaving Online account links directly with one individual membership record from Surfguard. This is so that a child has a membership with information that is taken through with them into their adulthood. When a family applies via the paper membership form, all members must have a form signed for them, including minors. This has been replicated for the online system. For the online form to be regarded as a legal equivalent of signing a paper form, each individual must have their own account secured by unique username and password. Create a log in account to access Lifesaving Online (LSO) Receive a confirmation code Put this confirmation code into the LSO system to complete the creation of your personal log in. Log In and enjoy Do this for each member of your family that wishes to renew membership at a club using their personal details In order to save time we recommend parents/guardians consider the following: Each child will need a unique username but there's nothing stopping you using a generic beginning - e.g. hutchinson_billy, hutchinson_sarah or thejonesfamilybob, thejonesfamilykate. You can use the same address for all your children (however if they are existing club members the address must match the one currently stored in Surfguard. If desired, you can use the same password for all your children when creating their accounts. If your club is using the Payment Gateway you can still pay in bulk for a single family membership, but remember to record the details of all family members when paying on each line.

5 In order to use Lifesaving Online, you need to create a log in account first. Once you have successfully created an account, you can then access or join a club electronically. For existing members of a club, Lifesaving Online authenticates your Surfguard record against your name and your date of birth - if you enter these incorrectly, the system will not recognise you. Below we have detailed the 3 Step process to create your account: Step 1 Create Account (If you have not does so before) Step 2 Confirm Your Account (you only need to do this once) Step 3 Log In If you have not created an account for Lifesaving Online before, click on the create account box to begin the process. Note: The creating of an account only has to be completed once. The system will ask you if you have ever been or are currently a member of a SLSA affiliated organization. If your answer is YES, select this option so that all your records can be brought over into lifesaving Online. If you are new to the Organisation select NO 5

6 If you answered YES to question 1 following these instructions: Type in the answers to question 2 using the same details as recorded at your club Tick your preferred option to have your confirmation code sent to you. Type in your /mobile details. Note: your address or mobile phone number must match what is recorded with your club or a match will NOT be achieved Create a username and password. Record these details somewhere for safe keeping. Click on the SUBMIT button Note: Usernames must be unique however you can use the same password for all family members when creating their accounts 6

7 If you answered NO to question 1 following these instructions: If you are new to the organization and would like to join a SURF CLUB click on Apply to Join a surf club. This includes you joining a surf club to obtain a Bronze Medallion to do patrols. If you wish to join the Academy this is only for commercial training run by each state (not surf clubs) You will now be prompted to select which organization your wish to apply for membership. Also enter in your full First and Last name and correct DOB Tick your preferred option to have your confirmation code sent to you. Type in your /mobile details Create a username and password. Record these details somewhere for safe keeping. Click on the SUBMIT button 7

8 If this message appears then the system has sent you your confirmation code. Note: check your spam/junk inbox if you selected as your preferred method of delivery Before you can use your account you need to confirm your details. You can do this via or mobile phone. If you choose , then this address must match the one stored against your member record in Surfguard (the national membership database). If you are unsure which address is recorded against your account, then use the mobile phone confirmation. If you choose confirmation, then please await the from Surf Life Saving Australia and click on the embedded link in it when it arrives. If it doesn t arrive within about 30 minutes, check your spam folder. If you choose mobile phone confirmation, then please wait for a code to be sent to you via SMS. When the code arrives, click on Login and then on Need to enter your SMS code to confirm your account? Click here at the bottom of the page. CONFIRMATION VIA If you selected the method for delivery of your confirmation code then open up the and click on the link Follow the prompts to complete the creation of your online account. 8

9 CONFIRMATION VIA SMS Once you receive your confirmation code via SMS click on the Log In & Enjoy box located on the home page Click on the Need to enter your SMS code to confirm your account link Enter in your username, password and confirmation code. Note: Codes are case sensitive Click on log in to complete the creation of your online account 9

10 THIS COMPLETES THE CREATION OF YOUR ACCOUNT You have now entered the Lifesaving online system Lifesaving online welcome screen Existing Members who have previously completed the create an account process only need to click on the Log In & Enjoy Box, enter in their Username and Password and hit the Log in button Click on the Log In & Enjoy box Type in Username and Password and click on the Log In Button 10

11 If you have forgotten your Username and/or password to access Lifesaving Online follow these instructions. From the Log In Screen click on the Forgotten your username or password link Select a delivery method of either SMS or and the system will send to you a new Password and your Username. Note: You must use an address or mobile phone number that matches the one currently stored in Surfguard. 11

12 Through the function of My Memberships you can view, renew, join or transfer your membership within the Organisation. To view the organisations If you wish to join that you are affiliated with another club or select Membership organisation, then click View/Renewal from the the Join a new My Memberships tab. organisation link and follow the prompts 12 To renew a membership click on the word Renew that is on the same line as the club that you wish to join. This will take you to a pre-filled in form. Check and/or correct your personal details, tick the declaration boxes and submit your application to your club.

13 The My Courses tab is a portal to access the SLSA s e-learning system. Depending on which State you live in you will be able to access a number of online courses. To enter into your States e-learning system simply click on the Go to Online Learning Now button. Screen shot from within the e-learning system 13

14 You can view all of your SLSA awardsin the My Awards section of the site. This enables you to get a thorough overview of your awards status without having to request a report from someone in the club with Surfguard access. You can sort this list by clicking on the column header - the default is alphabetical order by award name. This section of the site enables you to easily see how long your awards proficiencies have to run. If you are no longer proficient in a particular award it will be flagged in red text. This page also displays the date you achieved a particular qualification and where (which club or organisation) you attained it. The Award Date is the date on which you gained that particular award. Expiry dates displayed in RED indicates that awards are no longer proficient 14

15 If you re a patrolling member of a surf lifesaving club/group, then you ll find Lifesaving Online incredibly useful for managing your patrol hours. This section of the site displays all your patrol hours, including those from past seasons (assuming they have been entered into Surfguard). The My Patrols section is broken down into My Patrol Roster and My Patrol Hours and enables you to: View your patrol roster by date, organisation or patrol team View your patrol dates on a personalised calendar View your patrol dates in simple chronological order Access full details on all patrol hours entered in Surfguard Find out exactly how many patrol hours you ve completed Want to view historical patrol data from previous seasons? Simply select the year range from this drop-down menu You can view your entire season s patrol dates in one simple location 15

16 Now that you ve updated your details electronically, renewed your membership electronically and checked your patrol roster electronically - why not pay your fees electronically too? By accessing the Online Payments section of Lifesaving Online you can pre-fill your details at the SLSA managed credit card payment gateway. To make a payment simply click the Make Payment link which will take you through to the Payment Gateway Lifesaving Online will pre-fill portions of your details at the payment gateway, speeding up the payment process Simply select your transaction type from the drop down menu, type in details of your payment so that your club will be aware of what the payment is for and for whom and add an amount that you wish to pay. Enter in your contact details and an address so that your receipt can be sent to you Hit the Submit button and finish off the payment transaction with your credit card details. Your club will also be send a copy of your receipt. 16

17 Life Saving Online provides it users the opportunity to take full control over their records with the provision of updating their personal details whenever the need arises which are then electronically submitted to your club. From the Person Details section by selecting Update My Details you are able update changes in addresses, mobile phone numbers, emergency contact information and other information such as drivers and marine license numbers. And don t forget if you are a parent or guardian you can take control of your children(s) details too via their own Lifesaving Online log in account. Ensure that your club can always communicate with you by keeping your personal details up to date. Click on the Update My Details link from the Personal Details tab To change your Life Saving Online log in password simply select Change Password from the Personal Details drop down box and fill in the fields as prompted 17

18 Requests sent from Lifesaving Online for new memberships, membership renewals and updates of members personal information will all come to the respective clubs via Surfguard. From your clubs Surfguard home screen a summary of pending membership requests advises if you have any new applications from Lifesaving online. Alternatively you can get to the pending member request screen from the Members drop down menu 18

19 Each request is presented on a new line and will specify the type of request, either: Update My Details Renew Registration New Club Membership. Each request can be approved, rejected or manually processed. Check the box beside each request you wish to process and select from the options. When manually processing requests, use the green tick (accept) or the green circle (rollback) to either accept or rollback any changes. The new information can be seen in green. Once all changes have been accepted or rolled back, make sure to click the green tick at the top of the page to accept all changes made. For further information on how to process Pending Membership Requests within Surfguard click on the Go to online help link located in the top right hand corner of the Surfguard screen. If you require further information or assistance using Lifesaving Online please contact the Surf Life Saving Australia Information Technology Department on: surfguardhelp@slsa.asn.au Helpdesk: