REGIONAL ADMINISTRATOR

Transcription

1 REGIONAL ADMINISTRATOR ON-LINE USER MANUAL VOLUME I REGION ADMIN AREA i

2 Introduction Welcome to USA Volleyball Online. The online registration system was designed as an individual registration system to most accurately provide individual membership registration data to the Regions. With less paperwork to shuffle and getting the information directly input from the membership this system will prove to be the most efficient way to capture membership information. The system was originally designed in cooperation with the Great Plains, Carolina, Oklahoma and Lakeshore Regions. Representatives from each region provided guidance and input into the design of the system and its functionality. To protect the integrity of the data, the system was not designed for upload interfaces to be used. Largely, the system keeps focus on the rules and regulations set by the Regional Volleyball Associations when new areas are designed. ii

3 TABLE OF CONTENTS VOLUME I TERMINOLOGY Keys for using the on-line system... 2 IMPORTANT NOTES... 2 MEMBERSHIPS... 2 BACKGROUND SCREENING... 2 CLUB CODES... 2 REGION ADMIN AREA SETTING UP YOUR REGION AND PREFERENCES... 3 MY REGION MAIN INFO... 3 MY REGION REGION INFO/REGION PREFERENCES... 4 REGION INFO/REGION PREFERENCES REQUIRE CLUB SELECTION... 6 REGION INFO/REGION PREFERENCES OTHER REGION INFO FIELD... 8 REGION INFO/REGION PREFERENCES TEAM FEE TRACKING... 9 REGION INFO/REGION PREFERENCES REQUIRE ELIGIBILITY APPROVAL FOR ALL COACHES MY REGION (REGIONAL) CONTACTS MY REGION - CLUBS MY REGION CLUBS ADD CLUB CLUB MGMT CLUB MAIN INFO CLUB MGMT MAIN INFO CLUB TYPE INDICATOR CLUB MGMT MAIN INFO CLUB DESIGNATION INDICATOR CLUB MGMT CONTACTS ADDING CONTACTS FOR A CLUB CLUB MGMT SEARCH CLUBS TEAM MGMT ADDING TEAMS TO A CLUB TEAM MGMT ASSIGN TEAMS ADD UNASSIGNED PLAYERS TO ROSTERS TEAM MGMT SEARCH TEAMS TEAM MGMT TEAM FORM SEARCH (ENTRY AND ROSTERS) MEMBER MGMT ADD/RENEW MEMBERS MEMBER MGMT VERIFY AND PAY MEMBERS MEMBER MGMT WAIVERS RECEIVED MEMBER MGMT SEARCH MEMBERS SCREEN MEMBER MGMT MERGE DUPLICATE RECORDS MEMBER MGMT - PRINT MEMBERSHIP CARDS MEMBER MGMT CANCEL MEMBERS LOGOUT OF SYSTEM:

4 TERMINOLOGY Keys for using the on-line system Contact A record in the system that does not contain a membership. Applicant Individual seeking or applying for a new or renewal membership. Membership An annual association of a particular category to an applicants record after acceptance from the Region. Member Applicant who has successfully completed the application process including submission and region acceptance of all appropriate paperwork and fees. Affiliation the primary link between an individual s membership and their club. Association a secondary link created by the Region Admin between an individual record and a club for access level purposes. IMPORTANT NOTES MEMBERSHIPS Because the USAV on-line registration system (Webpoint) allows the electronic acceptance of the USAV Waiver & Release of Liability, USAV Participant Code of Conduct, and Use Agreement during the electronic membership registration process, as well as the option for a member to electronically submit the Background Screening Application, it is required that individuals register themselves in the system or submit signed paperwork to the Region (as Region policy may allow). BACKGROUND SCREENING All adult club personnel including coaches, chaperones, assistant coaches, trainers, etc. affiliated with a junior program intending to participate in USA Volleyball must have an approved and current background screen on file as per USA Volleyball policy. It is intended that the term all adult club personnel be all inclusive and not limited to only those categories identified herein. CLUB CODES Club Codes are defined by the Region, unique within each Region, and formatted using five alphanumeric characters. No special characters should be used (e.g., comma, period, dash, slash, underscore, ampersand, apostrophe, number sign, dollar sign). It is important that the correct Club Code is used throughout the season and within all membership and event registration systems. 2

5 REGION ADMIN AREA SETTING UP YOUR REGION AND PREFERENCES MY REGION MAIN INFO The main menu on the far left-hand side is used to navigate through the available administrative options from the drop down menu. Use the My Region Main Info tab to complete PRIMARY contact (commissioner) information for your Region. 3

6 MY REGION REGION INFO/REGION PREFERENCES Customize region-defined options and customize text for Adult and Junior Membership Confirmation Pages. Require Club Selection If checked, the default display for the Club field for front-end users during the membership registration process is Select One and the member is required to actively select a club from the drop-down list ( Undecided may be selected) in order to continue to the next screen. If not checked, the default display for the Club field will be Undecided and the member may continue to the next screen without making any change. (See details below.) Allow Members to edit Region Other Info field If checked, the members are be able to edit the Region Other Info field found on the Main Info tab of the member s record. If not checked, only the Region Admin will be able to edit that field. (See details below.) Region Other Info Label Enter name to display on the first screen of the membership registration process for region-specific information. If nothing is entered, the field displays as Region Other Info. (See details below.) Track receipt of team fees for this Region If checked, the Team Fees Received checkbox will display on the team Main Info tab and the Region will be able to track the receipt of team fees within the system. (See details below.) 4

7 Allow Club Admins to create new teams and assign members to rosters If checked, allows Club Admins to add new teams within the club. In addition, they may assign club members to teams within the rules of team assignment. Allow Club Admins to edit team roster assignments If checked, allows Club Admins to move a player from one team in the club to another team in the club. Allow Club Admins to edit team roster player numbers If checked, allows Club Admins to change player numbers even if not allowed to create or edit team roster assignments. Assign Regional Team Numbers If checked, the Region may manually assign a three-digit regional team number. THIS IS NOT THE CLUB ID/TEAM ID CODE. Require Eligibility Approval for All Coaches If checked, members may not be assigned to a roster in a coaching role until the Region indicates that all regional requirements are met. Check this box ONLY if regional requirements are in place in addition to: (a) IMPACT certification (which may be handled with a separate Region Preference checkbox) for coaches of adult teams; and/or (b) IMPACT certification, current Background Screening, and receipt of the Junior Club Personnel Code of Ethics for coaches of junior teams. (See details below.) Allow Jr. Coaches If checked, juniors may be assigned to a team in the role of a coach. Once the junior turns 18, he/she is required to have a Background Screening. (See Reports Juniors Requiring Background Screening.) Include Background screening for Officials affiliated with Jr Programs This box is checked for all regions, in order to meet the requirement that all officials at junior events must have a current background screening. If an individual indicates a role of Officiating at Junior s Tournaments, he/she will be prompted for a background screening (if a current background screening status is not already indicated in the record.) Include Background screening for Tournament Directors affiliated with Jr Programs If checked, an individual who selects a role of Directing Junior Tournaments, he/she will be prompted for a background screening (if a current background screening status is not already indicated in the record.) The following individuals, 18 years of age or older, will be screened: club directors, club administrators, team reps, coaches, chaperones, and trainers who intend to register, affiliate and/or participate with a junior volleyball club or team in an RVA. Additional Fee for Background Screening or Affiliation with a Jr Team If checked, an additional background screening fee will be added as an additional item at check out to ANY APPLICANT selecting a membership which includes a background screening requirement and/or indicating a role that is affiliated with a junior program. The current background screening fee paid to SSCI is $ A current background screening is required for all individuals, 18 and older, who are affiliated with a junior program in any role (club director, coach, chaperone, trainer, administrator, etc.). Membership Confirmation Text Enter the custom text which will display on the confirmation pages for adult and junior members (separately). Regional Use Agreement Text Region-specific text may be added to the Use Agreement which is part of the registration process. The text must be approved and entered into the system by the USAV office. URL Links A specific URL may be entered in any or all of these boxes from your region site pertinent to applicants who indicate they will participate in certain roles for the season. These links will appear at the end of the registration process. An example for the Additional Jr. Requirements URL is documentation required by the state of Washington regarding concussions and head injuries. Require IMPACT certification for Coach roster assignment If this box is checked, an individual may be assigned to a roster in a coaching role ONLY if IMPACT certification is indicated in the member s record. Regions that require IMPACT certification immediately should check this 5

8 box at the beginning of the season. Regions that allow IMPACT certification to be completed up to a certain date should leave the box unchecked until that deadline date. Any roster assignments made prior to that date would remain in place, however, and would need to be manually removed. Custom roster/tournament entry form text Text entered will appear on all rosters or tournament entry forms printed by any user. Use this as a billboard for your teams. Announce upcoming events, add your own region roster disclaimer etc. REGION INFO/REGION PREFERENCES REQUIRE CLUB SELECTION Example 1: Require Club Selection box is NOT checked. Region Info - Region Preferences screen as viewed by Region Admin. Leaving Require Club Selection unchecked results in the join process Club selection defaulted as Undecided and the user may go to next screen without making any change. Second screen of the join process for an individual: Club is defaulted to Undecided. The member may complete the other fields, click on Submit and continue to the next screen. Club selection remains Undecided. 6

9 Example 2: Require Club Selection box IS checked. Region Info - Region Preferences screen as viewed by Region Admin. Checking the box for Require Club Selection results in the join process Club selection defaulted as Select One and the user must make a change in order to proceed to the next screen. Second screen of the join process for an individual: Club is defaulted to Select One. The member must make a selection in this field (the member may select Undecided ) in order to proceed to the next screen. If the member does not make a Club selection, a pop-up displays to remind the user that a Club must be selected. 7

10 REGION INFO/REGION PREFERENCES OTHER REGION INFO FIELD The Other Region Info field is available as a general text field on the first screen of the registration process and displays on the member s Main Info tab for the region s use. Each region may decide how to use this field and whether or not the member will be able to edit the field in their own record. In addition, the region may rename the field to provide additional direction to the members. On the Region Preferences tab, the region indicates whether or not to allow members to edit this field. Region Admins may search on this field when using the Member Search screen and this field displays in the standard export file. Example 1: Allow Members to edit Region Other Info box is NOT checked; Region Other Info Label is blank. Region Preferences as viewed by Region Admin. Main Info as viewed by Member; field is not editable. Example 2: Allow Members to edit Region Other Info box IS checked; Region Other Info Label is filled. Region Preferences as viewed by Region Admin. Main Info as viewed by Member; field is editable. The Region Other Info field is available for Region Admins when using the Member Search screen and the information from this field is included in the standard export file. 8

11 REGION INFO/REGION PREFERENCES TEAM FEE TRACKING Regions may choose to track the receipt of team fees within the online system. The Team Search screen includes a Team Fee Paid selection to search for teams who have or haven t paid. The Team Fee is indicated on the Main Info screen of the Team record: Team Fee is NOT Paid. Team Main Info: Team Fee is PAID. 9

12 Viewing a team record Team Members tab: Team Fee is NOT Paid. Team Fee is PAID. Team Form Search Viewing team roster: Team Fee is NOT Paid. Team Fee is PAID. REGION INFO/REGION PREFERENCES REQUIRE ELIGIBILITY APPROVAL FOR ALL COACHES Regions that have any coaching requirements that must be met in order to coach an adult team, other than IMPACT certification, should check the Region Preference box to Require Eligibility Approval for All Coaches. In addition, any Regions that have any coaching requirements that must be met in order to coach a junior team, other than IMPACT certification, Background Screening status of Current, and receipt of the 10

13 Junior Club Personnel Code of Ethics, should check the Region Preference box to Require Eligibility Approval for All Coaches. However, if the Region Requirements for coaching are only in the categories stated above, the Region Preference box to Require Eligibility Approval for All Coaches should NOT be checked. Please note that the Region Preference box to Require IMPACT certification for Coach roster assignment is near the bottom of the Region Preferences screen. Only those members who select a coaching role during the membership registration process will have an initial Coach Status of Pending or Eligible. Any member who does not select a coaching role will have an initial Coach Status of Select One. The Coach Status is displayed in the Membership Info screen within the member s record. Viewing Member s Record. Viewing Membership Information, including Coach Status. Region Admins may search by Coach Status within the Member Search, and may also use the Reports Pending Coaches feature to identify any coaches in the region with a Coach Status of Pending. 11

14 MY REGION (REGIONAL) CONTACTS List all individuals who should have Region Administrator access to your system. Use the Associate Contacts button to add individuals to this tab (explained in Adding Contacts Section below). MY REGION - CLUBS Lists all clubs in the region. Add a NEW CLUB here by clicking on the New Club button. View additional club information by clicking on the club name link. 12

15 MY REGION CLUBS ADD CLUB BEFORE YOU BEGIN: The CLUB DIRECTOR should be in the system as a member PRIOR to the region adding the club to the system. This will allow you to associate them with the club at this time. Click add to pick the club director. Use this screen to add clubs to your region BEFORE adding a team to the club. The RED * indicates required fields for setting up a new club. The region assigns the CLUB CODE (five-character code unique within the region). Alternate navigation to this screen is located in Club Management Area of the Main Menu. CLUB MGMT CLUB MAIN INFO (A COMPLETED CLUB IS SHOWN BELOW.) 13

16 The Club Management area will allow you to navigate to various areas of each club in your region. CLUB MGMT MAIN INFO CLUB TYPE INDICATOR The Club Type indicator field on the Main Info tab of the club record may be added or modified by the Club Administrator and/or the Region Administrators to indicate the type of teams a club hosts (e.g., Junior Girls, Adult Co-Ed, etc.). The purpose of this field is to provide an additional tool for filtering data and to allow more accurate information distribution to the Club Administrators and members. The Club Type is indicated on the Main Info tab of the club record. More than one Club Type may be indicated by holding the CTRL key while making each selection. The Club Search includes the Club Type. At least one Club Type must be selected for the Club Type to display on the Club Search results screen (shown below). 14

17 CLUB MGMT MAIN INFO CLUB DESIGNATION INDICATOR The Club Designation indicator field on the Main Info tab of the club record may be added or modified by the Club Administrator and/or the Region Administrators to indicate the volleyball discipline a club currently provides (e.g., Indoor, Outdoor). The purpose of this field is to provide an additional tool for filtering data and to allow more accurate information distribution to the Club Administrators and members. The Club Designation is indicated on the Main Info tab of the club record. More than one Club Designation may be indicated by holding the CTRL key while making each selection. 15

18 The Club Search includes the Club Designation. The Club Designation does not display on the Club Search results screen. CLUB MGMT CONTACTS ADDING CONTACTS FOR A CLUB The Club Contacts Tab is VERY important when building a club and its teams. This is the area where ALL club contacts are associated with the CLUB so they can LATER be associated with a TEAM, such as a Team Rep. Associating all personnel with a club here will increase the ease of building rosters with proper contact information for team reps moving forward. To associate a contact, click the button with the Person and the A in the upper right-hand corner of the screen (indicated by arrow above) Click Add and the following screen will appear. 16

19 Type a portion of the first and last name of the person you wish to associate. Click Search Contacts. A list of names will appear, choose the name you wish to associate using the radio button next to the name. BE SURE you choose a person that is A MEMBER. Scroll to the bottom and Click Choose Contact. The name will appear in the original screen, then click Associate Contact for the name to be added to the contact tab of the club/organization. 17

20 CLUB MGMT SEARCH CLUBS The Club Search is used to search for specific clubs or groups of clubs in your region using the categories provided once they have been built, or to verify if they already exist. Note that the default is Active for the Status field. If searching for a club that may be inactive, select Inactive or ALL for Status. TEAM MGMT ADDING TEAMS TO A CLUB To add a new team, Click the +New Team button. 18

21 Enter all required fields (*indicated by red asterisk) Team Type, Gender, Level of Play, Team Rep and Team Rank are all drop down menus including necessary options. The team rank will fill in with numbers once a level of play is chosen. Only available ranks for that age division will appear. Keep in mind the Team Rep field will include a list of anyone listed as a contact for the club by the Region Admin. Be sure to choose the correct person. If the appropriate person is not listed, the Region Admin will need to add them. TEAM MGMT ASSIGN TEAMS ADD UNASSIGNED PLAYERS TO ROSTERS 19

22 TEAM/CLUB ASSIGNMENT BATCH PROCESS (assigning multiple members to rosters/club): Use the Team Mgmt Team Assignment screen to select the players and staff you wish to assign to the multiple teams in a club ALL AT ONCE! Enter single digit jersey numbers with a LEADING ZERO. Click Assign Teams. Select the Club from the drop-down list. The search may be narrowed down by using the Last Name and/or Gender selections. Unassigned members in that club will display, as well as any unassigned members that are Undecided. If Undecided members are included in the Team Assignment process, the CLUB will be assigned as well. Check the box for each member to be assigned, select the team, select the position, and enter the jersey number (if applicable). Click Assign Teams. To assign current Undecided members to a CLUB, without making the roster assignments, simply select the Club from the drop-down list, check the box next to each Undecided member that should be assigned to the Club, and click the Assign Teams button at the bottom of the screen. The screen refreshes to only display current club members and Undecided members who have not yet been assigned to a team, with a pop-up notice that the team assignments were successful. If there were any issues with a team assignment, a pop-up error would display and the problem would be described at the top of the screen, example below. 20

23 Trying to add a J6 player to a 14s team. EDITING A SINGLE ROSTER: The Players tab under the team displays the roster members. Click the Add Any Member to Team to add any member from any club to the roster. Click the Add Club Member to Team button to select a member from the same club to add to the roster without using the Team Assignment screen. 21

24 Add Any Member to Team Add Club Member to Team Use the pop-up box to add club members to a team. Use the drop down menus to select the club member and position. Be sure to enter a jersey number using a LEADING ZERO for single digit numbers. Only a Region Admin may use the Add Any Member to Team feature to assign members from a different club to a roster. A Club Admin may only assign his/her own club members to team (as allowed by the region). Only a Region Admin may assign juniors to multiple rosters in a player role. When doing so, the following message pops up, This Junior Player is on more than one Team. 22

25 TEAM MGMT SEARCH TEAMS The Team Search is used to search Teams in your region s database. Use the Summary Only indicator for a quick COUNT of teams based on your search criteria. TEAM MGMT TEAM FORM SEARCH (ENTRY AND ROSTERS) The Team Rosters Tab is used to print various forms of Rosters (Jr., Adult, Tournament Entry Form). 1. Selections can be made specifically by team or using a grouping method or query. 2. To select multiple items, be sure to hold down the CTRL key while clicking with the mouse. 3. Select the roster Form you would like to view. 4. Click Search Rosters button. 23

26 The search illustrated above results in the following roster entry form for printing and use in tournaments. See samples below of each Roster Form option. 24

27 ADULT ROSTER General use roster, not intended for tournament entry, although signature area is provided. ADULT TOURNAMENT ENTRY FORM Additional fields provided to enter tournament date & site and division entered, as well as signature area. JUNIOR ROSTER General use roster, not intended for tournament entry, although a signature area is provided. 25

28 JR. ROSTER W/ TOURNEY RELEASE Additional language included with verifications relating to the roster and medical release form, as well as signature area. JR. TOURNAMENT ENTRY FORM Additional fields provided to enter tournament date & site and division entered, as well as signature area. 26

29 MEMBER MGMT ADD/RENEW MEMBERS This screen is used to either renew a member or to add a new member to your region. BEFORE adding a new member, perform a search in your system for the person to ensure they don t already exist. To choose a member, click the Add link in the upper right hand corner. Enter their first and last name in the pop up window and click Search Contacts. If multiple selections appear, click the radio button next to their name and click Choose Contact and the member s information will populate in the form. 27

30 Make any updates to the personal information, then click Continue. The system will validate an address using USPS standards. If the address you enter is not acceptable, you can use the SKIP ADDRESS VALIDATION (the member does not have that option). 28

31 Example above is for a junior player. The Parent/Guardian information will not display for an adult membership. Choose the club (Undecided may be selected if member is not yet associated with a club). Choose the membership type for the individual. Indicate the member s roles for the season. Click Continue. The Background Screening Authorization form will appear for those new and renewing members who require a screening based on either the membership or roles selected. In this example, no membership is required as the member is a junior. 29

32 At the bottom of the next page, indicate the applicant s correspondence preferences and payment information. The payment type default is check, but others are available. Fill out all appropriate payment information (Payment Method is defaulted to Check). If the USAV Waiver & Release of Liability; USAV Participant Code of Conduct; USAV Use Agreement have been received, check the checkbox next to We have received all of the forms below. In situations where a Region Admin is processing an Upgrade membership on behalf of a member, the Region Admin has the option of either carrying over the waiver acceptance information from the first membership or indicating that a new waiver has been received (see below). This option is only available for Region Admins, not members, and may only be used to carry over a waiver acceptance from a lapsed or current limited membership in the same season, not from a canceled membership or from a previous season. Click Confirm to continue. After clicking OK to the pop-up question, Are you sure you wish to submit your Application?, the following Membership Confirmation screen displays and a Membership Confirmation is automatically sent to the member. 30

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34 Region Admins using Add/Renew to register a member have an option of checking the box to indicate the waiver is received or leaving that box blank. If the box is left unchecked, the member will be able to access the waiver upon login to print, sign, and send to the region office. Members do NOT have the same option of completing the registration process without electronically accepting the waiver. In the example above, the box was checked to indicate We have received all of the forms below. Therefore, the confirmation screen does NOT include a link for the forms, but DOES include an indication that the hard copy of the forms has been received (as illustrated above), and the membership is Current. Additionally, the member s Member Information will display the Waiver Received Date and Waiver Received By fields as completed (see below). 32

35 Example of selected screens when Region Admin uses Add/Renew with no waiver received: Box indicating We have received all of the forms below remains unchecked. 33

36 A Pending membership results, since it cannot be Current until all forms are received (no Membership Card will display). Waiver & Release of Liability; Participant Code of Conduct; Use Agreement link is listed in Required Documents section. Waiver & Release of Liability displays with blank signature line and date line. Region Admin viewing Member s record: Membership Information (click on TBD ): 34

37 Waiver Received Date field is blank. Member s Login Screen: Waiver & Release of Liability; Participant Code of Conduct; Use Agreement link is listed in Required Documents section. MEMBER MGMT VERIFY AND PAY MEMBERS Click on the Member Mgmt, then Unpaid Members to navigate to this screen. Select a Club Name or a Last Name initial. When a Club is selected, the unpaid members of that club will display, followed by all unpaid Undecided members. 35

38 Use this screen to view who has APPLIED for membership to your region. You can process individual or GROUP membership application and payments here. To process group payments: Choose the club Check all members you would like to process for the group payment. The ALL checkbox may be used to select all unpaid members displaying on the screen. Click Continue. 1. Select the Customer from drop down to receive the payment credit (upper left-hand corner). 2. Select payment Method (upper right-hand corner). 3. Enter Check/Money Order Number (if applicable). 4. Enter Name on Payment. 5. Select all appropriate check boxes for paperwork received (waiver, coach code of conduct, IMPACT (not shown), background screening fee, etc., for each person in the group All of these items can be marked as received on the individual record at another time if they are not available at the time of payment. Note that the JCPCOE Received (Junior Club Personnel Code of Ethics) box displays for all members, but is only required for adults affiliated with any junior program activity. It is not necessary to indicate the JCPCOE Received for junior members, unless they are going to be participating in a non-player role. Only check the boxes for the items that are received and will be kept on file in the region office. 6. Click Submit button to process the payment. The records are updated to indicate the change in membership status and the transaction (in the Club record if a group was processed with a club payment; in the member s record if processed individually with the member as the Customer). Upon the completion of the process, the Membership Confirmation is automatically sent to the member(s). 36

39 MEMBER MGMT WAIVERS RECEIVED Use this screen to see whose waivers have not yet been received and process them as they come in. With the electronic acceptance of the waiver during t he registration process for members, there should be very few waivers to process. The only scenario that can result in a member not having a waiver is the Region Admin using the Add/Renew process without having the signed forms and therefore not checking the box to indicate We have received all of the forms below. 1. Check the box next to the names of the individuals whose waivers have been received. 2. Then click the BIG RED Waiver CHECKMARK to process all waivers. 37

40 The screen refreshes with those remaining individuals who were not processed. The records are updated for those that were processed to indicate the change in membership status and the Membership Confirmation is automatically sent out. MEMBER MGMT SEARCH MEMBERS SCREEN BASIC SEARCH Use the Basic Search to find an individual in the system, regardless of membership status. Change the Region to Select One if searching for anyone, regardless of region affiliation. The Basic Search results screen does NOT include file export or functions. Click on any Name to view the record. 38

41 MEMBER SEARCH Use the Member Search screen to search for various member breakdowns within your regional membership database. In the Region field, use the CTRL key while clicking with the mouse to select multiple regions at the same time, or use the CTRL key and click with the mouse on the defaulted region to unselect it in order to search for members regardless of region affiliation. Change the Report Type selection from List to Group and check the box for Summary Only for a quick COUNT of memberships based on your search criteria. Leaving the Report Type as List will result in a listing of members that meet the search criteria. 39

42 The Member Search results screen includes file export and group (see Send Group s and Send Select s ) functions at the top-right corner of the screen. Click on any Name to view the record. Standard Export File (shown in multiple screenshots to display all columns): 40

43 MEMBER MGMT MERGE DUPLICATE RECORDS 1. Perform a member search to find individual with multiple records. 2. Uncheck all of the boxes next to the records using the most upper left check box. 3. Check the first two records ONLY (you can only MERGE TWO records at a time). 4. Click the Merge Icon (yellow road sign in upper right corner). 5. Click the first two records again. 6. Click merge records button at bottom of window. 7. ONLY the information that was found to be inconsistent will show for you to choose the CORRECT item to be kept in the original record (to preserve history). 8. Click Merge Records. 9. LAST AND MOST IMPORTANT!! Please be sure to check the status of the memberships to ensure the most recent membership is the ONLY membership marked as current. Click on Membership Tab for the individual, then click the membership number and review the upper right hand corner check box for is Current. It should only be checked on the most recent membership NOT BOTH. REPEAT THESE STEPS IF THERE ARE MORE THAN TWO RECORDS continuing to choose two at a time to merge. WARNING: Merged records cannot be unmerged please merge with caution! Example: Two records in the system due to one having an alternate spelling of the first name. Check the box next to each name (maximum two names at a time) and then click on the yellow merge icon at the top-right corner of the screen. Again, check the box next to each name. If the newest information is to be kept, also check the box to Keep Newer Values. Then click Select to Merge. Check the box next to each of the two names and click Select to Merge. 41

44 Make the appropriate selections and click Merge Records. When the merge process is complete, a pop-up displays to close the window. After clicking OK, the screen refreshes to show the resulting merged record. Viewing the record: The History tab displays the activity in the record, including the merge process. 42

45 MEMBER MGMT - PRINT MEMBERSHIP CARDS Membership Cards are available electronically when an individual s membership status is set to Current. These cards have been enhanced to show not only the member s name and number, but also status of other roles they may hold, such as background screening, coach certification, and officials certifications. Each card will show a unique bar code representing the unique number of the membership item purchased in the system. This number will change randomly each year a membership is purchased. The information on the member s card is updated when information on their member record is changed. Membership Cards can be printed by the individual, Club Admin, and Region Admin, as follows: MEMBER: A current member may print his/her individual membership card at any time by clicking the Print Membership Card button. The member clicks Print Membership Card to display the Membership Confirmation, which includes the Membership Card at the bottom of the screen. The member may print everything, or just highlight the membership card and use Print Selection. 43

46 CLUB ADMINISTRATOR: Club Admin users can print Membership Cards for a particular team within their club or for their entire club membership. The Club Admin clicks Club Mgmt List Membership Cards. TEAM OPTION: The Club Admin may select a Team from the drop-down list and click Search Member Cards to list all cards for a single team. CLUB OPTION: The Club Admin may leave the Team select ion as Select One to include all teams, and click Search Member Cards to list membership cards for all club members. The membership cards print three to a page. Use File and Print Preview to select a specific page. A single card may be highlighted and printed using Print Selection. REGION ADMINISTRATOR: Region Admin users have access to print Membership Cards for any club within their region by club or by team, using the same process as Club Admin users. The only difference is that a club is not defaulted and must be selected by the Region Admin user. 44

47 Region Admin clicks on Member Mgmt List Membership Cards. Select a Club name from the drop-down list. The screen refreshes to provide a Team drop-down list for that club. TEAM OPTION: Select a Team from the drop-down list and click Search Member Cards to list all cards for a single team. CLUB OPTION: Leave the Team select ion as Select One to include all teams, and click Search Member Cards to list membership cards for all club members. The membership cards print three to a page. Use File and Print Preview to select a specific page. A single card may be highlighted and printed using Print Selection. 45

48 MEMBER MGMT CANCEL MEMBERS Use the Cancel Members batch process to cancel Unpaid memberships prior to the end of the season. Click on Cancel Members from Member Mgmt drop-down list. All Unpaid memberships will display. The list may be filtered by Club or Last Name. Check the box next to any name that should be included in the batch to result in a canceled membership. Leaving the box unchecked will leave the unpaid membership in place. Checking the All box at the top of the screen results in all boxes being checked. After checking the boxes for the memberships you would like to cancel, click Cancel Memberships. A warning will pop up. Click OK to continue or Cancel to stop the process. 46

49 The memberships which were checked have been canceled and the records updated accordingly. The screen refreshes to display the remaining unpaid memberships. LOGOUT OF SYSTEM: Click LOGOUT link on upper left-hand menu. 47