Admin User Guide for Online Registrations Version 3.0 January 2016 Note: Sporty.co.nz is the official upgrade path from Sportsground.co.nz. Sporty provides a number of new features, such as auto-complete for NZ addresses and the ability for multiple administrators to access the data concurrently if you wish. It is also fully responsive for mobile phones. If you registered teams and players through Sportsground last year, then your database of players will automatically be visible to you through Sporty.co.nz so you can then use Sporty to email players an invitation to re-register for the new season, or you can roll them forward yourself if you prefer. You should be able to find your club or school on the Sporty platform easily. Search the directory from the Sporty.co.nz home page or go directly to the same URL (web address) as you use on Sportrground.co.nz sportsground.co.nz/abcclub = sporty.co.nz/abcclub Page 1
Index and Overview 1. Registration of players 1.1 Players complete the online registration form themselves, or 3 1.2 Club administrator completes the registration form for each player 4 2. Name your teams 6 3. Assign Players to Teams 7 4. Viewing and managing your online database 4.1 View your full database of players 8 4.2 View/Edit a registration record 10 4.3 Delete a registration record 10 4.4 Inviting last season s people to re-register for the next season 11 4.5 Roll a player from last season forward into the new season 12 5. How to login 12 6. Online payments 14 1. Registration of players There are two options for the online registration of players: 1.1 Players complete the online registration form themselves (self-sevice) 1.2 Club administrator registers players 1.1 Players complete the online registration form themselves If you used Sportsground for player registrations last season, you can use the bulk email feature within Sporty to email players returning from last season with an invitation to re-register for the new season. Each email contains a unique link they can click to view and update their details for the new season. For details, see Section Viewing and Managing your database. If you want new players to register themselves, you can display a blank Registration Form online. You can display this on your website and/or link to it from your Facebook or email. If your club uses a website on the Sportsground platform, it is recommended that you upgrade to Sporty.co.nz. There is a content transfer tool that automatically copies website pages, photos, documents and registrations to a new Sporty website for you. Clubs using a website on the Sporty platform can follow these instructions to display a blank Registration Form: (a) Login to the web page for your club on Sporty.co.nz (login instructions are at the end of this guide). (b) Decide which page and position to display your Registration Form, then click the Add content button. Page 2
(c) This displays a list of content widgets that you can display. Click the Online Form widget: (d) Select the official Registration Form for your upcoming season, then click the Save button. (e) You can now click the View icon at the top of the page to see how the form appears to the public. It will appear similar to this: Page 3
You can now tell your players to go to your website on the Sporty platform to complete this Registration Form. When they register, they will automatically be emailed a copy of their completed form. The details of all players that register are automatically recorded in the online database that is part of your site from Sporty.co.nz. You can view and update your database and easily export to Excel if you wish. Note that you can set your registration form to email you a copy whenever someone registers. Instructions on how to do this, and how to obtain a link to your form that you can promote via other websites or Facebook, are in the comprehensive online help at http://support.sporty.co.nz 1.2 Club administrator completes the registration form for each player If you prefer, you can manually register your players yourself directly. If you used Sportsground for player registrations last season, you can view your database of players from last season on the Sporty platform and roll players forward if they are playing again in the new season. For details, see Section 4 Viewing and managing your database. For new players, you can complete a blank registration form for each player. To do this, follow these instructions: (a) Login to the web page for your club on Sporty.co.nz (login instructions are at the end of this guide). (b) Go to your dashboard. You may need to click the Dashboard icon: (c) From the dashboard, click the tile Online Registrations Page 4
(d) Click the name of the form/database that you wish to manage. This will display the database view. To register a player, click the Add new button: (e) This will display a blank registration form. Enter your player s details and click the SUBMIT button. The player will now be visible to you in the database. Repeat this Add New process for any other new players. Page 5
2. Adding Teams using TeamBuilder There is the ability for you to organise your players into teams using TeamBuilder. This is not a requirement of NZ Inline Hockey, it s is for your own club internal use. The steps are: (a) Login to the web page for your club on Sporty.co.nz (login instructions are at the end of this guide). (b) Go to your dashboard. You may need to click the Dashboard icon: (c) From the dashboard, click the tile TeamBuilder (d) Click the name of the form/database that you wish to manage. This opens the TeamBuilder view of your database. On the left are the players registered for the current season and on the right are the teams you have created for the current season. Click the + symbol to Add a team to one of the grades (you can change this later if you wish). Page 6
(e) Enter the details of the team name and contact people, then click the SAVE button. 3. Assign Players to Teams Once you have created teams and your players have registered you can assign your players to a team. (a) Login to the page for your club on the Sporty platform and click the TeamBuilder tile from your dashboard. (b) Click the name of the form/database that you wish to manage. This opens the TeamBuilder view. Click and drag players from the list on the left and drop them into your teams on the right. This adds the person to that team and updates the team name and grade set against that person. Page 7
(c) If you click on a team, it will open to show you who is in the team and allow you to make changes. 4. Viewing and managing your online database 4.1 View your full database of players (a) Login to the page for your club on the Sporty platform and click the Online Registrations tile from your dashboard. (b) Click the name of the form/database that you wish to manage. This will display the database view. The various functions available from the database view are described below: Page 8
The main functions of this database summary view are: Status displays a dropdown list which filters the database to only show records with the selected Status. Sort order lets you display your database ordered by Name or by Reference number. Tip: if you sort your database by the reference numbers, it will display in date order with most recent records on top. Name search lets you search all records within database for an individual name. Save all button saves any changes you have made to various fields in the summary view (ie changing the status of a record, adding notes against a record). If you exit this page without clicking this button to save your changes, they will be lost. Export exports full details of the database to Excel or CSV file. Name is the name of the person registered (LastName, FirstName). Click the name to view their full details. Transaction reference is a unique transaction number for each registration record. It is generated automatically. Date registered is the date the person registered or was rolled forward to that season. Balance paid (optional) is the total amount paid by the person. This is altered automatically if someone pays online when they register through your Form. You can also record a payment manually (see Record Payment below). $ (record payment button) lets you record a manual payment. Enter the amount paid. The payment amount will be added to the Balance paid column for that person. Note that you can enter a negative amount (eg -15) to reduce the Balance paid amount. Status (optional) lets you set a status for a person, such as Active or Inactive for your admin purposes. Page 9
Notes (optional) lets you make notes against a record. Click the Save/Update view button to save changes. Magnifying glass button lets you view and modify the full details of each person registered. Envelope button lets you send an individual email to the person that includes a unique link they can click to update their details and re-register for the next season. Roll-forward button lets you roll a record forward to re-register them for the next season on their behalf. Trashcan button permanently deletes a record (warning: you cannot recover a record after it is deleted). ADD NEW button lets you register a new person to that database through a blank input Form. Note that this is almost the same as when a person is registered through the form displayed to the public, except that the person will not be emailed a copy of the form if they are added here. 4.2 View/Edit a registration record To view and modify an individual record of a person, click the person s name or the magnifying glass button beside their record. You can modify the details registered and click the Submit button. You can email the person a copy of their form for that season by clicking the button Resend registration confirmation email. 4.3 Delete a registration record To delete a registration record, simply click the trashcan button to the right of the record in your database view. It is rare to need to delete a record, so please treat this with caution. Examples of occasions when you may wish to delete a record are if someone is registered twice (eg a junior player is registered online separately both by their mother and by their father), or if someone registers but changes their mind and does not actually join you. When you click the delete button, you will be presented with a warning message. Page 10
If you are sure you wish to delete the registration record, click the OK button to confirm. This will permanently delete the record from your database. 4.4 Inviting last season s people to re-register for the next season It s easy for players from last season to re-register for the new season. You can click the email button beside last season s database, and each person in that database will be sent an email with a unique, secure link that they can click to view their own details. They can then update their details and submit the form to re-register for the new season. You can add your own text to the group email. This is useful for adding things such as details of important dates such as for trials, weigh-in days, etc. The default email message appears as below. Note that there is a tick box (ticked by default) for the email to exclude those people who have already re-registered for the new season. When returning players click the unique link in their email and re-register for the new season, they are automatically added to your database for the new season. When you view your database from the previous season, it s easy to identify people who have already registered for the next season. The background colour behind their name in the database view will be green if that same name appears in the database for the next season. This makes it easy for you to identify Page 11
who has failed to re-register, so that you can send them individual follow-up emails to chase them if you wish. Your database view contains an email button for every person. This makes it easy for you to send individual follow up emails to people that have failed to re-register if you wish. Note that any new (first-time) members join your database either by registering online (using the web input form displayed on your website), or by you adding them directly by clicking the Add new button visible in your database view. 4.5 Roll a player from last season forward into the new season Your database view from last season includes a Roll forward button that you can use to roll a registration record forward to the new season. This can be used to re-register a person for the next season on their behalf. If you click the Roll forward button for a registration from the last season, it will display the full registration details of the person. This lets you update any of their details that you know to have changed and then click SUBMIT at the bottom of the form to re-register the player for the next season. You will see that their background colour in your database view for the previous season has changed to green to indicate that the same name now exists in the database for the new season. If you view the database for the new season, you will see the record has been added for you. NOTE: if you use the TeamBuilder utility to drag and drop a player from the previous season to a team within the current season, this achieves the same result as using the Roll forward button. 5. How to login If you don t yet know the web address for your club on Sporty.co.nz go to www.sporty.co.nz and click the button Find your club or school... Choose your region and select your sport (eg Netball) or click school if searching for a school, then click Go. If searching for a school, click the correct tab at the top of the page that separate schools into Primary, Intermediate, Secondary, etc. Locate your club or school from the list and click on it to open your club page and login. How to login At the bottom of the page for your club there is a link Admin login. Page 12
Enter your username & password, and then click Login. Note that you can use your existing Sportsground username to login to Sporty.co.nz. If you don t have a username, you can easily obtain one by clicking the green Register Here text below the login box. Once you have logged in, if your username does not have administrator access for your club, you will see this at the top of the screen when you are logged into the page for your club. Click Edit Site The following message will appear: Click the button Apply and the system will automatically email any known Administrators at your club with a request to grant you access. Once your request has been approved, you will automatically be sent an email to let you know. If there are no existing administrators for your club, then the system will email your request to an administrator from Sporty.co.nz to allow them to validate and approve your request. Please note that this can take up to two business days to process. Note: if you already know the address of your site on the Sportsground platform, you can go directly to the same URL (web address) as you use on Sportrground.co.nz sportsground.co.nz/abcclub = sporty.co.nz/abcclub Page 13
If you require technical support, either email support@sporty.co.nz or call 0900 777 876 (calls cost $1.99+gst per minute to contribute towards the cost of support, so please fully explore the User Guide first). 6. Online Payments Sportsground provide an online payments facility called Sport$pay. This is optional and if enabled gives you the ability to accept online payments either via credit card or direct debit when someone registers online. This payment is recorded in your online database. For more information, please visit www.sportspay.co.nz Page 14