MEMBER REGISTRATION - Little Athletics NSW
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ONLINE REGISTRATION SYSTEM
AND GENERAL REGISTRATION PROCEDURES
MEMBER REGISTRATION
This instruction manual has been written by Little Athletics NSW. No part of this manual
may be reproduced without the written permission from Little Athletics NSW
© Copyright LANSW Inc. 2020
June, 2020
CONTENTS
Pages
Administration ……………………………………………………………………………………3-5
Updating Registration Fees …………………………………………………………………6-7
Registration Receipt……………………………………………………………………….……8-9
Membership Updates ………………………………………………………………………. 10-12
Additional points to note ………………………………….………………………….…….13
Active Kids Voucher ……………………………………………………………………………13
Reconciliation of Numbers …………………………………………………………………14
Athlete Service Awards ……………………………………………………………………...14
Timeframe ………………………………………………………………………………………….14
© Copyright 2020 Little Athletics NSW 2
LOGGING IN 1. In your internet browser search https://console.sportstg.com 2. Insert the username and password provide to you by your State Administrator Once logged in click on the Administration tab and edit centre details. These details should be the committee member who is responsible for registrations usually this is the registrar. If you are a new registrar, it is important to edit the username and password. Do this by clicking on the access tab. © Copyright 2020 Little Athletics NSW 3
CREATING USERS FOR CENTRE ADMINISTRATORS
Click on the users and then the add button.
Create a username and password for the appropriate committee member. This can be
their actual name or position on the committee.
Set the console access to yes and give them the username and password. The
committee member will be able to change the password when they log in.
Go through each tab and select the areas of the system that the user would require
access, as well as the level of access. For example, can they edit details or only view
details.
I do recommend that the registrar is the only member allowed to edit details.
The following examples may assist you in identifying which tabs are applicable to each
user.
CENTRE ROLE MENU ITEM DESCRIPTION
Registrar Full Access Create Users
Members Update member data
Exporting Data
Registrations Transaction Reports
Tools Email Templates
President Full Access View member data
Unable to edit/add/delete
Tools View transactions
Email Templates
Secretary Full Access View member data.
Unable to edit/add/delete
Tools View transactions
Members Email templates
Send emails
Treasurer Registrations Transaction/settlements
Reports
Other Committee Members/Reports View members for reports.
Members as required Unable to edit/add/delete
© Copyright 2020 Little Athletics NSW 4
CONTACT DETAILS FOR FIND-A-CENTRE
Below are details that will need to be changed if needed for the profile of your Centre.
• Profile will display the location of your competition grounds.
• Questions – view will give you the answer for all questions. The contact details will need
to be changed along with any other answers as required. Make sure the status button is
listed as active.
• Once completed the new information will appear on the website under find-a-centre.
• Allow around 5-10 minutes for the changes made to appear.
https://littleathletics.com.au/centre-locations/
© Copyright 2020 Little Athletics NSW 5
UPDATING REGISTRATION FEES
• Our fee for 2020-2021 will not change so it will still be $68.
• Centres will need to update the total and centre fee if your fees for 2020-2021
will change.
• Total must equal centre and association fee.
• Example association fee $68 is locked and cannot be changed.
• Centre fee $32, total will be $100. Do not insert any total in the section club.
• When you have completed you will also need to make sure the member tab is
marked to yes (see photo below)
• Once updated, to view click Centre Registration Portal and ensure all registration
fee types are displayed.
• It is also recommended to click on the Export button. This will be an excel
spreadsheet showing all current categories and you will be able to check if any
types do not have the correct end of financial dates (31 July 2021) and the age
validations dates are correct for each age group.
© Copyright 2020 Little Athletics NSW 6
INFORMATION MESSAGE An alternative idea is to create another registration fee but call it INFORMATION ONLY. a. Information Message Harris Park Little Athletics is held on Saturday mornings from September to March, commencing at 8am for the Under 6 age group & above and at 8.30am for Tiny Tots. PLEASE NOTE FEES ARE NOT REFUNDABLE: It is therefore recommended that newcomers take up the offer of a two-week trial period at a cost of $20 per child. This fee will be deducted when full registration is paid. All registrations are to be paid online only. After completing the details please present your Membership Registration Application WITH RECEIPT to the Registrar on the following registration days. NSW Government Active Kids Vouchers can be used when registering. Click here before registering to retrieve your voucher/s. Remember do not use voucher for trials only use for full registration. For further information please contact our Registrar. © Copyright 2020 Little Athletics NSW 7
REGISTRATION RECEIPT
(See photo below)
Check the centre resources for a sample of writing a receipt. Registration Centre
Resources
SUGGESTIONS FOR WRITING RECEIPT
Please note that by typing MEMBERFIRSTNAME MEMBERLASTNAME on the receipt,
when printed after registering, it brings up the members name which will help on
registration day with checking names.
Having the registration days listed in this section also reminds the parents/guardians
when registration days will be held.
Copy and paste for all age groups. You will only need to change the age group.
Example of Receipt
Dear MEMBERFIRSTNAME MEMBERLASTNAME
Under 17 (or if you type MEMBERMEMBERTYPE it will show members age group).
Thank you for registering with Harris Park Little Athletics centre for 2020-2021.
Please bring your receipt to centre personnel on the following registration days
Proof of age documentation (e.g. birth certificate, passport etc.) is required for new
members.
Harris Park Sports Ground Saturday 13/08/2020 9.00am-1pm
McDonalds, Harris Park Sunday 21/08/2020 9.00am-11.00am
For further information please contact registrar on 1234 5678 or 0412 345 678
© Copyright 2020 Little Athletics NSW 8
Update the options. (See photo below)
Click on registrations fees – options
Click on edit and change the date range selection from 1 July 2020 to 31 July 2021
This will enable you to only see those who have paid for the current season.
Ensure you change end date first then start otherwise it will not adjust.
© Copyright 2020 Little Athletics NSW 9UPDATING MEMBERS REGISTRATION The member has completed the entire registration process online by entering their and has submitted payment online via their credit card and/or Active Kids Voucher. The registration fee is generated, completed, and the system updated with payment details. On registration day the member presents the receipt that was emailed immediately after their payment was approved, as proof of their online payment, together with their proof of age documentation (refer to sample receipt at the end of this section). Remember no manual payments can be accepted. The Centre Registrar will issue the registration number and other necessary items and update the member registration details with the registration number issued, proof of age sighted etc by the following steps. 1. Click on Members. 2. Click on Members Listing. 3. Do a member search © Copyright 2020 Little Athletics NSW 10
4. Ensure Member Status is set to All and financial status to financial. 5. Locate the members name and click on Edit. 6. Scroll to Membership Information and enter the registration number issued. 7. Update when proof of age has been sighted. Ensure that zone is updated for your area. Scroll to the bottom of the page and click on Update. © Copyright 2020 Little Athletics NSW 11
8. Repeat steps 1-11 for all financial members.
9. Ensure that the member status of the member just updated is active by clicking
on the status button until the tick appears. The members name should now appear
in the active and financial member status listing. This should only apply when
member is new to the system.
.
This completes updating a member from an Online Registration.
© Copyright 2020 Little Athletics NSW 12ADDITIONAL POINTS TO NOTES
PAYMENT TRANSACTIONS
1. All centre settlements are deposited weekly on Wednesday for all credit card
transactions up to the previous Friday. To view your settlement for monies
deposited, go to the menu Registration Fees / Transactions / Settlements. The
centres name is hyperlinked and clicking will open the settlement document
showing the members names and centre amount paid.
2. For any refund requests please contact the LANSW, as this will affect payments
received by the Association. Refunds are processed during the week will also be
listed and deducted from your next weekly payment.
3. If you locate a member’s transaction and is listed in black text, this means that
they have transferred to another Centre after incorrectly registering with your
centre. This is usually completed by LANSW office with refund of centre fee only
minus the admin fee.
4. If you see a different transaction amount, view the transaction if adjusted by the
LANSW office, it will show the reason for the amount, this is usual if a member has
registered at incorrect centre when they were wanting to register with your centre
and has been adjusted by LANSW.
5. It is also recommended to ensure the registration receipt (see page 7) and
information only are updated after the completion of your registration pick up
days to keep new registrations updated on the next procedure.
ACTIVE KIDS VOUCHERS
1. Access to active kids’ vouchers is from the Services NSW website and logging in via
your personal access.
2. If you are not last season’s contact this will need to be changed. If you are unsure,
contact Trish Bright at the office for assistance. Log in are via your personal
Services NSW details.
3. Once logged in this will show all vouchers that have been submitted through the
registration process or manually submitted. Names can be checked against the
voucher report from SportsTG. If you locate any discrepancy contact Trish at the
office.
4. If a member has forgotten to include the voucher during the registration and
would now like to submit this will need to be completed by the centre. It is
important that you first submit the voucher through Services NSW to ensure the
voucher is validated and has not already been used. If valid the centre can then
refund the member the equivalent fee paid up to $100. You will need to notify
LANSW office to ensure your centre receives the full $100 (or equivalent) when
reimbursements are monthly reconciled.
5. Click on Active Kids Dashborad – Voucher – Submit voucher.
If submitting more than one repeat.
© Copyright 2020 Little Athletics NSW 13When all vouchers have been entered, select ‘Redeem vouchers’ to send for
payment processing.
Below show the details when submitting voucher/s.
© Copyright 2020 Little Athletics NSW 14RECONCILIAITON OF REGISTRATION NUMBERS
1. At the commencement of the season, the registrar should ensure they check all
numbers issued and complete the registration acknowledgment form. Mark any
numbers missing and forward to the LANSW office.
2. If you require extra numbers during the season contact LANSW and again check all
numbers are provided.
3. All lost numbers during the season incur a $5 fee which should be forward to
LANSW at the end of the season.
4. At the end of the season the registration reconciliation form will need to be
completed and emailed back along with any lost number payments.
5. If any numbers are unaccounted without a ligament reason, a fee of $10 per
number will be applied.
6. A good recommendation is to take a supply of registration numbers, age patches and
Coles patch to all championships. Athletes do forget sometimes to take their uniform
requirements.
7. All registration forms are available from our website. https://lansw.com.au/registrations/
ATHLETE SERVICE AWARD
To recognise the commitment of athletes to the Little Athletics movement, LANSW
has an Athlete Service Award.
This award will be presented in a PDF certificate to athletes who have been
registered with LANSW for 10 continuous years, culminating in the under 15 or
under 17 age groups.
It will be the responsibility of Centres to identify these athletes and submit their
names to LANSW office who will be able to verify the continuous registration even
if over several centres.
Upon receipt of nominations, certificate/s will be forwarded via email to the
Centre for presentation to the athletes/s.
For further information please contact Trish Bright.
GENERAL TIMEFRAME
• End of June Updating of database including fees.
• End of July Registration acknowledgement form to be returned.
• August Registration will be open within first week.
• End of March Registration Reconciliation to be returned along with payment of
any lost numbers during the season.
All registration forms are available online. https://lansw.com.au/registrations/
© Copyright 2020 Little Athletics NSW 15You can also read
