NAB AFL AUSKICK CO-ORDINATOR FOOTYWEB USER GUIDE

NAB AFL AUSKICK CO-ORDINATOR FOOTYWEB USER GUIDE

Welcome to the 2016 Season Welcome back to the new 2016 Season in Auskick! There are some exciting new changes to the Auskick program which hopefully our participants and Coordinators will like. Some of the new exciting changes include the following and will be explained in further detail within this user guide- New username and password login for registrations (refer pages 22-32). New personalised confirmation email upon registration. Ability for Centres to add other products for online purchase such as merchandise, memberships etc (refer pages 10-14). Where required, participants will now be able to make relevant pack selections at the time of registration i.e. football colour and t-shirt size/style. This will improve the delivery of packs direct to participants homes for Community AFL Auskick Centres in Victoria, South Australia, Queensland, Northern Territory & Tasmania.. Auskick program price will now display on the Centre Locator so parents/guardians know exactly how much each Centre is charging. 2

Contents 1. Logging in and accessing your database as an Auskick Co-ordinator... 4 2. Setting the price for your Auskick Centre... 6 3. Create new products for purchase on your Auskick Registration Form... 10 4. Attach your new products for purchase on your Auskick Registration Form... 13 5. Contacts and Locator... 15 Contacts... 15 Locator... 17 6. Manually entering members from a paper Reg Form (N/A for VIC, SA, & TAS)... 21 7. How do member register using the new Email & Password system... 22 8. How do members reset a new Password if they can t remember their previous Password... 33 9. Moving members from one centre to another... 37 10. Entering cash/cheque payments for members (N/A for VIC, SA, TAS, NT & WA)... 39 11. Emailing and contacting all members... 42 Contacting members via email... 42 Contacting members via SMS... 45 12. Reporting on Members registered/paid... 48 Saving a Report... 49 Auskick One Click Report... 49 13. Reporting on which Auskick pack and what items each member selected... 51 NAB Payments Setup (N/A for VIC, QLD, NT and SA)... 53 1. How to apply to become a Fox Sports Pulse Sub-merchant... 53 2. Setting up your Bank Account to receive payments... 55 3

1. Logging in and accessing your database as an Auskick Co-ordinator To access the database for your Auskick centre, click on the link below: https://reg.sportingpulse.com/ To log in to the database you will need to have an SP Passport. You can either Sign-in to your SP Passport if you have an existing account or Register for an SP Passport. If your SP Passport has been linked to your Auskick Centre database you will see the Membership and Results Entry link (shown below) which should allow you to then access your database. 4

If you don t have the Membership link your Regional Auskick Manager or State Auskick Manager will be able to link your database to your SP Passport account. For any further information on SP Passport and getting access to your database, click here. 5

2. Setting the price for your Auskick Centre The price that members from your Auskick centre can purchase online is able to be edited by you (if applicable). To view which Registration product has been attached to your Auskick centre, follow the below steps: 1. Hover over the Registrations tab and click on Registration Forms menu You will then come to the screen shown below which lists the Registration Forms linked to your Auskick Centre. 2. Click on the Edit button on the Auskick Registration Form (#54693). 6

3. On the following page click on the Products tab. 4. On the following screen scroll down to view which membership product (will always start with the season year like 2016 etc) has been attached to your Auskick Centre. It will be the product that it greyed out and has 3 ticks next to it under the Active, Mandatory & Locked columns. In this example here, this Centre has been allocated the 2016 VIC Community Auskick membership product make note of this name as you will need it next to change the price. 7

To change the default price of the Registration productthat has been attached to your Auskick Centre, follow the below steps: 1. Hover over the Registrations and click on the Products menu You will then come to the screen shown below. It lists all available products and their current prices. 8

2. Click on the Edit symbol for the product that applies to your Auskick Centre which in the example above was the 2016 VIC Community Auskick membership product. 3. On the screen below you can change the price of the product in the Single Pricing box and once you ve done that click on Update button to complete your price change. 9

3. Create new products for purchase on your Auskick Registration Form Products are the items that may be purchased by your members when they are registering to your Auskick Centre. Common products include items such as merchandise, memberships, tickets etc. In order to add an additional product in to your database that you d like to offer to your members, follow the below steps: 1. Hover over the Registrations menu and click on Products 2. On the following page click on the Add a new product tab 10

3. On the following screens enter in information that is pertinent to the product you d like to offer for purchase. Details (Compulsory) In the details screen it allows you to enter in the Name of the product, which season you are selling this product in (ie its always the current season like 2016 or 2017 etc), group the product together under one name, choose whether you d like the product to potentially be purchased multiple times or in multiple quantities, add a written description of the product and potentially upload a jpeg image of the product. Pricing (Compulsory) In the pricing screen it allows you to enter in the tax description (ie GST inc), the cost of the product and also who receives the funds for the product in the payments split dropdown (always choose 100 per cent to Association if you want the money for that product to be deposited in to your Auskick Centre Bank Account (note Bank details must be setup in Payment Configuration) 11

Items (Optional) In the items screen it allows you to enter in a compulsory question that the user must answer if they choose to purchase that product. This is highly recommended if it s a merchandise product as all purchases will be able to then choose an actual size of the product or potentially a colour etc. 4. Once you have filled in all the relevant information of the product across the various tabs, click on the green Update button which will add the new product in your database. For further help on Product set up and the information contained with each of the Product Tabs click here 12

4. Attach your new products for purchase on your Auskick Registration Form To attach a Product to your Registration Form, follow the steps below. 1. Hover over the Registrations menu and click on Registration Forms. 2. Click on the Edit button on the Auskick Registration Form (#54693). 3. Click on the Products button across the top 13

4. On the following screen scroll down and find the product you ve just added and then tick the Active column if you want to display that product on your Auskick Centre s Registration Form and possibly the Mandatory column if you want that product to be compulsory purchased by all your members. 5. Finally click on the green Save button and this will attach your new product(s) on to your Auskick Centre s Registration Form. 14

5. Contacts and Locator The Contacts and Locator section of your database allows you to store important details about your Auskick Centre including Contacts, Venue and Centre Location information which will all then be published on www.aflauskick.com.au Contacts The Contacts section allows you to provide key contact information to users who search for an Auskick Centre online. It will also give you the ability to specify who receives notifications when members register and pay online. To access the Contacts section: 1. Click on Dashboard from the top menu 2. Click on Contacts from the left side of the page If you haven t entered in any Contact information the menu will have a grey box next to it. You can enter contact information for any of the roles outlined in the picture below. 15

To enter contact information for an Auskick Coordinator/Committee member etc follow the below stps: 1. Click on the arrow box beside the particular role you d like to enter information for 2. Enter in the appropriate fields (First Name, Surname, email etc.) To get a role published online for users to see, tick the Publish on Locator box. 3. Select the appropriate boxes from the Functional Responsibilities columns 16

The main functional responsibilities that will be used in the configuration of your Auskick database are: Primary Contact - Ticking this will list the contact as the main contact for the Auskick centre and when ticked in conjunction with the Publish on Locator box will list the contact when a user searches for the centre on the Auskick locator. Transfers & Permits - When ticked, the contact will be cc d in on all emails regarding when a member is transferred to your Centre online in Footyweb. Finance & Payments - When ticked, the contact will receive email notifications of when a member has paid online through a registration form. Registrations - When ticked, the contact will receive email notifications when a member has registered online to your Auskick Centre. Locator The key component of the Contacts and Locator section is the ability for your Auskick Centre to be made visible to potential participants on the Auskick website at www.aflauskick.com.au Entering in as many details as possible on the screen below will give potential participants more information on your Centre when search for it online. The most important parts for an Auskick Co-ordinator to fill in are the following sections- Venue Name, Venue Address Line 1, Venue Suburb, Venue Postal Code, Venue State (NOTE Please ensure under Venue State you only put in the 2 or 3 letter abbreviation for your state like NSW or VIC etc and Venue Country All these fields need to be filled in as a minimum as it is this information that places the Auskick Centre on a map when a parent searches for a postcode at www.aflauskick.com.au 17

Active Days and Times/Session Times/Session Durations/Season Start Date/Season Finish Date This information provides parents with a great overview of when the Auskick sessions are run at your Centre within the current season. Show us in the Public Locator It s crucial that this field is ticked if you want your Auskick Centre to be displayed on www.aflauskick.com.au when searched for by parents. If this field is not ticked, your Auskick Centre will not come up in searches. 18

General Information Any other specific information you want your parents to know about the Auskick program being run at your Centre is to be included here. Location Details (Important) The Map will show a Red Pin with a rough estimate of where your Centre is located based on the information you put in the Venue details this is where your Auskick Venue will show up when searched for by parents. If the Red Pin is not quite where you are running your sessions, you can easily drag and drop the Red Pin anywhere on the Map where the session is being run and then click Update Locator. 19

When your Auskick Centre is then searched for by the public (as below), it will show all the details that you have entered in for your Auskick centre. 20

6. Manually entering members from a paper Registration Form (NA for VIC, TAS & SA) If your members have completed a Paper Registration form and not completed it online, you can enter them into your database on their behalf. To enter your members in manually: 1. Hover over Members on the top menu and click on List Members 2. Click on the Add button in the top right hand corner 3. Enter in all information for the member and click the Update Member button to add the member to your database. 21

7. How do members register using the new Email & Password system When using the new Email and Password system to register, there are three possible scenarios that may confront members when trying to register. Please read below for a step by step guide of each. First step is to click on the Register button to Auskick Centre you wish to register to on www.aflauskick.com.au After clicking the Register button, you will be prompted to type in your email address. After you ve completed the above there are three scenarios that may occur. 22

Scenario one - your email address and account are recognised and you're registering for the first time. 1. Your email address and account are recognised, you will be prompted to type in your password (or choose forgot password). 23

2. If your password is accepted the screen below will appear. You will then be able to choose a name linked to that email address on the next screen but if the childs name isn t listed simply click on New Member to complete the registration to the Auskick Centre online. 3. On the next screen enter in the childs first name, family name, DOB, Gender and click Continue. 24

4. Continue through the Registration Form and complete all the required fields as requested to complete your childs registration to the Auskick Centre. Scenario Two - the system has found your email address but it is not linked to an account. 1. After clicking the Register button, you will be prompted to type in your email address. 25

2. Your email address has been found in the system but detects that you do not have an Account with FSP and you need to set a Password against your Email address. The system will send you an email to make this happen. 3. Open the email you have received and click on the 'Click to reset password' button (NOTE Check your Spam/Junk filter if it s not in your Inbox as it may be in there). 26

4. The Member Profile page will then open and it s on this page where you enter in your new Password. 5. The below screen will appear when you have successfully changed your password. Click through to continue the registration to the Auskick Centre. 27

6. You will then be able to choose a name linked to that email address on the next screen but if the childs name isn t listed simply click on New Member to complete the registration to the Auskick Centre online. 28

Scenario Three member is completely new to the system and has never registered before for any program. 1. After clicking the Register button, you will be prompted to type in your email address. 2. If your email address is not recognised, you will be prompted to click 'Yes, I'm new'. Please Note: if you believe that you have registered previously and proceed to click 'No I've registered before', you may have registered into the system under a different email address. Please enter in a different email address or contact your Auskick Coordinator to see which email address is linked to you from a previous registration to that Auskick Centre. 29

3. You will then be sent an email to set your password for this new account. 4. Open the email you have received and click on the 'Click to reset password' button (NOTE Check your Spam/Junk filter if it s not in your Inbox as it may be in there). 30

5. The Member Profile page will then open and it s on this page where you enter in your new Password. 6. The below screen will appear when you have successfully changed your password. Click through to continue the registration to the Auskick Centre. 31

7. You will then be able to choose a name linked to that email address on the next screen but if the childs name isn t listed simply click on New Member to complete the registration to the Auskick Centre online. 32

8. How do members reset a new Password if they can t remember their previous Password If a member has forgotten their Password, they can reset a new password by following the below steps 1. On the Registration Form once you have typed in your email address, click the 'Forgot Password' link. 2. A reset password link will be sent to the email address that you provided like the below. 33

3. Open the email you have received and click on the 'Click to reset password' button (NOTE Check your Spam/Junk filter if it s not in your Inbox as it may be in there). 4. The Member Profile page will then open and it s on this page where you enter in your new Password. 34

5. The below screen will appear when you have successfully changed your password. Click through to continue the registration to the Auskick Centre. 6. You will then be able to choose a name linked to that email address on the next screen but if the childs name isn t listed simply click on New Member to complete the registration to the Auskick Centre online. 35

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9. Moving members from one centre to another If a member is entered into the wrong database, they can be simply transferred into the correct one using the Transfer Member function. To transfer a member into your Auskick centre: 1. Hover over the Members menu and click on Transfer Member 2. Enter in the Surname of the member and either their FootyWeb Number or Date of Birth 3. Click Select for the player you wish to transfer 37

4. Click the Confirm Transfer button to complete the transfer 5. Once the transfer has been completed the screen below will appear 38

10. Entering cash/cheque payments for members (N/A for VIC, SA, TAS, NT & WA) Members may from time to time register to your Auskick centre online but not pay online. If they then pay via cash or cheque, you can manually update your database to mark those members as having paid. To mark a member as paid if they have paid using cash or cheque: 1. Hover over Members on the top menu and click on List Members 2. Click on the Edit symbol for the member you wish to add the payment record to 39

3. Across the top menu, click on Transactions 4. Select Unpaid and click filter to show all unpaid products for that member 40

5. Select the product you wish to add a payment record to by ticking the Pay box You will then be given the option of paying by the Online Credit Card Gateway (if setup) or you will be able to process it as a Manual Payment. 6. Fill out the necessary details of the payment record (i.e. $60 paid cash on 18/12/2011) 7. Click Submit Manual Payment to complete the process 41

11. Emailing and contacting all members The system has the functionality to send out a bulk email or SMS to your members. This functionality can be used for anything and could be particularly handy to notify members of wet weather or last minute changes/updates. Contacting members via email To contact your members via email through the system: 1. Click on the Communications menu across the top of the page 2. Click on the Send A Message button 3. Click on the Membership Group button 4. Click on the Players button and select the Season the members you wish to contact are registered to and click Continue 42

Note: If you wish to include all parent/guardian email addresses for your members, tick the Include parents tick box and all parent/guardian email addresses will receive the email. 5. Select which method you d like to contact your members, either SMS, Email or Combo The Contact Summary will give you a breakdown of the number of contacts with email addresses and phone numbers and will also notify you how many, if any, SMS Credits you have. 43

6. Enter in the email you d like to send out and make sure you enter in From address 44

7. Click Send Message to send out the email 8. You can double check that your message has sent out by clicking on the Sent Messages menu of Communicator Contacting members via SMS To setup the ability to communicate to your members via SMS: 1. Click on the Communications menu across the top of the page 2. Click on Profile 3. Click on Create SMS Sender Account and fill in the details required for New User Registration, including entering in your own username and password. 4. Once the compulsory fields are filled out (enter in a Username and Password that you will remember), then click Register 45

5. After setting up your SMS Sender Account make sure the information on the profile page is correct (i.e. A reply to number entered in and the correct Username and Password filled out) 6. To purchase SMS credits, click on Purchase Additional Credits 7. You will then need to login using your username and password setup above, and you can then purchase SMS credits Once you have setup your account and purchased SMS credits you will be able to send out bulk messages to your members via SMS. When you then go through to Send a Message you will see that the SMS button will be active and it will list how many SMS credits you have. 8. To then send the SMS you will come to the screen below where you can enter in a 140 character long message and send it out to your members 46

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12. Reporting on Members registered/paid The reporting system in your database can give you in-depth information on every piece of data that is recorded for your members. In particular, the reports are extremely useful in providing information on which members have registered and paid for the current season. To access the reports system and run a report for your Auskick members: 1. Click on the Reports menu from the top of the page 2. Click on Members 3. For an Advanced Member report click on the Configure button You will then come to the screen below, where you can click and drag across any fields that you d like to report on from the left hand side into the Selected Fields box. For an example of a report on members who have registered/paid and their contact details see the screen shot below. The report above will give information on members registered for the 2012 season, what registration product members have purchased, what payment type, whether they have paid or not as well as parent/guardian and medical information. 4. Once you have clicked and dragged across all appropriate fields into the Selected Fields area, click on Run Report to display the data. 48

Saving a Report A report can be saved for future use so that you won t have to click and drag the fields across every time you wish to run the same report. To save a report: 1. Click and drag across the fields as shown in the screen shot above 2. Once you ve selected the fields, scroll down to the bottom of the page and in the Saved Reports box click the Save button 3. Once you ve saved your report you can re-run it by scrolling to the bottom of the screen, selecting it from the drop box and clicking Run 49

Auskick One Click Report The Auskick One Click report will give you a quick snapshot of the basic details of your members including parent/guardian details, medical details and payment details. To run your One Click report: 1. Click on the Reports icon on the left hand side 2. Click on Members 3. Locate the Auskick One Click Report box and click on Run. It will then provide a list of all your members and their details. 50

13. Reporting on which Auskick pack and what items each member selected. The reporting system in your database can give you in-depth information on every piece of data that is recorded for your members. In particular, the reports are extremely useful in providing information on which Auskick packs your registered members have chosen (ie New or Returning) and also what item selections (ie Football Colour, T-shirt Size) they chose as part of their registration. To be able to run a report which will show you which Auskick pack and what items your members chose when registering, follow the below steps: 1. Click on the Reports menu from the top of the page 2. Click on Finance 3. Click on the Configure button in the Transactions box You will then come to the screen below, where you can click and drag across any fields that you d like to report on from the left hand side into the Selected Fields box. For an example of a report on which Auskick pack and what items your members selected when registering, see the screen shot below. The above fields will let you know the name of each of your members, what Auskick pack they will receive, what items they selected as part of that Auskick pack (if applicable) and whether they have paid for the Auskick pack. 51

4. Once you have clicked and dragged across all appropriate fields into the Selected Fields area, click on Run Report which will provide you a report like the following- 52

Online Payments Setup (N/A for VIC, QLD, SA, NT & WA) 1. How to apply to for a Sub-merchant account This step-by-step guide will help new users through the process of signing up for a Sub-merchant so online payments can be directed to your nominated bank account. It s specifically designed for Auskick Co-ordinators and includes some advice on how to fill in the different sections of the sign-up form,. When you apply for a Sub-merchant account, you are able to receive online payments via the Auskick website at www.aflauskick.com.au and monies will transferred to your nominated bank account automatically. 1. Hover over the Registrations menu and click on Payments Configuration 2. On the next page, select the Payments Application button 53

3. Fill in the details as required. It is a one page document and the fields with an asterisk next to them are required fields. Once all fields have been filled out, click the I Agree button. 54

4. Your details will now be passed onto Fox Sports Pulse and you will be notified once your Sub-merchant account has been approved. Once approved, you now have the ability to start receiving online payments. 2. Setting up your Bank Account to receive payments This step-by-step guide will help new users through the process of recieving thier funds, after being set-up as a Fox Sports Pulse Sub-merchant. The user has two options as to how they want to set-up 1. 1. Hover over the Registrations menu, click on Payment Configuration and select Setup Bank Account Details. 2. You will then be prompted to fill in your bank account details. Ensure these are correct as they will be locked once the update button is selected. If you need to make changes, please contact Fox Sports Pulse to have your account unlocked. 3. Click Update. The account setup is complete and monies will now be transferred into your selected bank account at the nominated timeframe. 55