Sportzware User Manual
Contents
1. Database Configuration These options allow the association to organise and manage the setup of their database To access the Configuration menu click on the spanner icon in the menu Configuration Options are available at the association level only This is because the Sportzware Membership database synchronises with Sportzware Central which is an association level application 2 5 Field Options Select from a list of over 100 member fields you want to use in your database Field Options Cheese the options below to set options for each Member Geld Click the Fielde marked with synchroniced with eatr al Save Optors sre not Sperrtizware 2 6 Member List Display Save tions Setton to save your options The Member List is the screen you see when you click on Members in the left hand menu The headings fields that appear on this screen can be configured through Member List Display Members in Association Phone Mob Actve i Associaton F F arty name aha name Eman Touch Football Australia Sportzware User Manual Page 7 of 35 The box on the left shows all of the fields available as activated in Field Options The box on the right displays the fields selected to be displayed on the member list Select and remove fields by using the left and right arrows The fields chosen will apply for the association its clubs and teams The order of fields can be changed by using the up and dow2. louch Football AUSTRALIA Sportzware User Manual Part 2 Sportzware Online Membership SportingPulse is Known as the expert in providing innovative technology solutions that make managing sporting organisations easier Sportzware Online Membership is a member management program that is available to the Touch Football community It substantially reduces the time and resources needed to administer your organisation It also allows multiple levels of access available for states regions and affiliates The program also captures stores tracks and updates member information through a secure online membership database where you can also customise reports and build historical records This document outlines in detail specific functions that are available within the program and how to use them effectively e Ouch Footbal AUSTRALIA Table of Contents Part 2 Chapter 1 Sportzware Online Membership Database 3 2 1 Overview and Access LovolS 3 2 2 SYNCHrONISING Membership Datqa 4 2 3 Sportzware Online Membership Database Log I 4 ZA Welcome Screen acczccccczcdeiectncerenensscticshesctedeniadebeesndenenchesebinetaadensensadebesasersecnaesbiaesesdendenieasse 4 Chapter 2 Menu Options s ssnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 5 Chapter 3 Database Configuration cccccsssecsessesceseeseeseeseeseesenseesensesees 7 Vans E DOS a a E A A E ee E E ee eee 7 2 6 Member List Display
3. or whatever the sport requires The Sportzware Membership system can allow for Associations to define their own seasons or for all seasons to be controlled by the National Body Set up your Seasons 1 Click on the configuration icon spanner in the left menu 2 Click on Seasons if you cannot see this option it is likely that your sport governing body has not yet requested it 3 You will see a list of all the seasons created by the National Body the Association or both depending on the permissions allowed At the bottom of the screen you are able to set the Current and New Registration Season Touch Football Australia Sportzware User Manual Page 10 of 35 Part 2 Chapter 4 Data Management The following sections cover how to manage club team member and competition data 2 10 Clubs View Clubs in an Association From the association level click on Clubs in the left hand menu to see all the clubs in an association Menu Clubs in Association E 4 ih J El E Mame Contact Phone Services ADDO Anion poopie Ch Clubs Members Competitions Teams Duplicate Resolution Add a New Club to and Association 1 Click on Clubs in the left hand menu to bring up the list of Clubs 2 Click on the Add Club icon the top right hand corner 3 Enter the details in the fields provided Name is the only compulsory field 4 Click on Update Club AGO New Chui To modiy Get infor ete chee at famfornaharn ot the botnet below ad whe
4. 2 Click on Edit Details 3 Update the details as required and click on Update Player Member Type Coach 1 Click on Coach 2 Click on Edit Details 3 Update the details as required and click on Update Coach Member Type 4 To add an Accreditation qualification click on Add New under Accreditations 5 Enter the required details and click on Update Accreditation Match Official Click on Match Official Click on Edit Details Update the details as required and click on Update Match Official Member Type To add an Accreditation qualification click on Add New under Accreditations Enter the required details and click on Update Accreditation a a Official Click on Official To add an official s position click on Add New under Positions Held Enter the required details and click on Update Position To add an accreditation qualification click on Add New under Accreditations Enter the required details and click on Update Accreditation oe Miscellaneous Click on Miscellaneous To add a position click on Add New under Positions Held Enter the required details and click on Update Position To add an accreditation qualification click on Add New under Accreditations Enter the required details and click on Update Accreditation he SS Move Members between Clubs An association is able to move members in and out of clubs through the Edit Clubs button located at the bottom of
5. 7 A FOO ee on mea E eo ee TT ee ane en 8 TACOS AHO 10 29 27 UON ee he eee ne cee eee eee E eee ee en mee 10 Chapter 4 Data Mnnaqgement nnnm 11 Vie 0 aan G2 5 0X a 11 EP COPE UON aei EE REEE EAEE E OEA E E E E R E EEEE EEE 12 ee T S a aaa A E A A A E E E eT 13 yh MOO a T E E T 14 Chapter 5 COMMUNIC 8888 20 2 14 SWM COMMUNICALOS 11scccceccccccccsaeeeesecccessnssseeseeceessessaaeuseeecessssssaaeseeecessessauaeseeeeessaaaas 20 2 15 Send a MCSSA0C x cissrscosshsacsadenvneneachvornescnetersadebactiesesrecnscebileetcaceedenne dubostesensesgseebieedccdevaentee 20 Chapter 6 Member Transactions nnne 21 2 16 Update a Transaction 21 217 Doala 21 2 18 Add Payment Details Moanu V 21 Chapter 7 Online Membership Reporting ccccceeeseeeeeeseeeeeeeeeeeeeneeeeee 24 Chapter 8 Duplicate ResSoluti on 30 219 VICW 30 2 20 Manually Mark a Member as a Duplicate 31 Chapter 8 Contacts and Locator nnne 33 fo 6 016 een ET 35 Touch Football Australia Sportzware User Manual Page 2 of 35 Part 2 Chapter 1 Introduction of Sportzware Online Membership Database 2 1 Overview amp Access Levels The Sportzware Online Membership system SWM is an online membership management database The database is secure through password protection and has multiple levels of access available to national governing bodies states associations clubs and members Sportzware Membership provides the capacity to substanti
6. Version 4 0 J Association Ei CICER CACIT gt States Victoria OB4uweeao gt Associations aon rEg TE Association National Level Members Competitions State Level Teams Duplicate Resolution NS Association Level Association Menu Icons are View click here to see the club s contact details A Edit click here to change the club contact details il Statistics total number of Members Teams Clubs Associations state and national level only and States national level only in the database hs Configuration provides the association with a wide variety of options for configuring the database association level only 4 Audit Log click here to see an audit trail of changes made to the club s details E Search click here to search for a member in your database m Reports click here to create your own reports on member or team information a Modify Member List organise players into teams r Member Tags create your own categories to assign tag to members Touch Football Australia Sportzware User Manual Page 5 of 35 The following table shows the menu options available at each level Modify View Edit Stats eonigny Rugii Search Member ation Log v4 v4 National v v v state Region Zone Association Club Team Member ai Ll a Regon Association Chub Meroe Touch Football Australia Sportzware User Manual Page 6 of 35 Part 2 Chapter 3
7. wrong Sportzware Central database As such after the first synchronisation the two databases online and offline become linked and you cannot change the membership upload code in Sportzware Central 3 On the first occasion that an association synchronises their membership data to the Online Database it can sometimes take up to 4 6 hours for this process to be completed The time taken will depend on your Internet connection speed how many members are in your Database and how much historical player information is in your database Sportzware Central will appear to be not responding while it is completing the synchronisation process Please note that after this initial synchronisation all subsequent syncs will only take 2 3 minutes 4 Remember to back your database before your first synchronisation Touch Football Australia Sportzware User Manual Page 3 of 35 2 3 Sportzware Online Membership Database Log In A Username and Password is needed in order to log into the Sportzware Membership SWM Database There are two methods of logging into Sportzware Membership a Open your browser and go to https reg sportingoulse com b You can also login via your Sportzware Website if you have added a Membership Login section in your menu Enter your Sportzware Online Membership username 2 Enter your Sportzware Online Membership password 3 Click Login to bring up the Sportzware Online Membership welcome screen F Miembers
8. On the right is a list of all members in that particular team From here you can move members in and out of that team 1 To move members into the team click on their name in the left hand box and click on the Add button 2 To remove players from the team click on their name in the right hand box and click on the Remove button tesne Modify Catholic College Boys Member List Paro Dere 2 screen to move Mernbers Schet bett and Remove butions When y Cok Colege Ayi Sesson Deis A ae q o g Age Group A Age Groupi PHemtieri DDO From Paesoword Manegemert Fiter 22 0 ston Merdeer Association Meaebers Abbot Awor 54 Altes Somme Aan 1E gt Teratanachori Atana Amon T lno TET 3 Repeat this process for all members you want to add to or remove from the team 4 Click on Update when finished Touch Football Australia Sportzware User Manual Page 14 of 35 2 13 Members View Members in your Club or Team Click on Members in the left hand menu under the name of the Association Club or Team to see a list of all members that belong to that body Members in Association 225 AILBICITOLELFIGIMITIIIKILIMINIOLPIQirRisitriulviw Shaving Acie w Piye w records Fiter abbas apas JOSEPH JOSEPH BENJAMIN ABBAS Abbas ARRAS ABBAS ABBATANGELO ABSATANGILO ABBATANGELO ABBATANOELO ABBOTT ABBOTT Abbouctw ABDALLAH 11 08 1902 27 12 1992 04 06 3995 04 06 1993 32 08 1999 06 08 2
9. Status icon in the top right corner pes 3 Inthe Member list check boxes will appear in the Active in Association column Tick the boxes corresponding to active members and leave the box blank for inactive members 4 Click on Update when finished Pema Members im Association Patrick se AI Ii f Ei FP gt JHII GPL SAOS Sarvines Showin T EE TO Aga Grew a oracceds Film Arie m Date of Pig Assocubon Birth Bubur Aisia Manage Member Types Members can be categorised into different types Accreditation and other details can be added to a member s record based on their type Note Before proceeding you may firstly wish to configure the positions and types of accreditation available in the drop down lists through the database configuration area In the menu bar on the left hand side click on View Types under the name of the member 1 Click on Members in the left hand menu to bring up the list of members 2 Click on the name of the member you want to view edit types for 3 4 Five types available are Player Coach Match Official Official Miscellaneous Touch Football Australia Sportzware User Manual Page 17 of 35 Menu Member Types Patrick Demo i Bavan Cabai Player Coach Match Official La amp is Details Types Ne N Ng E Transachors Eat Details Click on the Type you want to add details for Player 1 Click on Player
10. This operation can only be done by the Association Note 2 The email address entered here is used for the Online Clearances Transfers system Clubs need to ensure that the right email address for their clearances administration is entered if the Online Clearance system is to be used Edit Team Details 1 Click on Teams in the left hand menu 2 Click on the name of the team you want to edit 3 Click on the Edit Team icon in the top right hand corner 4 Update the team details and click on Update Team View Members in a Team 1 Click on Teams in the left hand menu 2 Click on the Name of the Team you want to view members for 3 Anew level will appear in the menu for that team Under the name of the team click on Members The list of members in that team will appear Touch Football Australia Sportzware User Manual Page 13 of 35 ere Patra Cee kat hee Cake 4 SIF EEC E E Fardyeaane Firtinas AP in ispisna Ose of Bie Sabari Phare Giohde Emai femea y het ar TE T Fhe Poe 0 Partha fe pe i pe a ped i I p T E Payman Hiipa ve hoary 1 LLE orb plepar b Traisteni p apa SF pees i Plea ners F i Move Club Members into Teams 1 Click on Teams in the left hand menu 2 Click on the Name of the Team you want to move a player to from 3 Click on Members in the Team menu 4 Click on the Modify Member List icon dl Two lists of members will appear On the left hand is the list of all members in the Club
11. added record as the duplicate not the original record They should also ensure that the three key fields first name family name and date of birth are identical before marking the member as a duplicate Touch Football Australia Sportzware User Manual Page 32 of 35 Part 2 Chapter 9 Contacts and Locator The Contacts and Locator module of the Sportzware Membership system is where clubs and leagues associations can store and publish their important details contacts and venue and location information It is also where Leagues and Clubs can set the parameters for their results in the public search functionalities in their relevant sport Note The Contacts and Locator module is an upgraded version of the Services module All information that was contained in the Services area has been saved and will not be deleted from the database To access the Contacts and Locator module click on the Contacts and Locator link in the left hand menu Menu FootyWeb Training Oo suwrf Competitions Teams Duplicate Resolution List Online Clearances Match Results Clash Resolution Fixture Grid Awards Publish to Web Wont to fake online payments Chick here and sign up for PayM On the page that will open you will see three options at the top of the screen e Details e Contacts and e Locator Next to these section titles there will be an icon that will represent the status of the section If the icon is a green tick it
12. another product Email Address Rum Rennrt 9 To generate your report click on the Run Report button Note there are two Run Report buttons on your screen both will perform exactly the same function Touch Football Australia Sportzware User Manual Page 27 of 35 family Name Yew of Dinh V Emal filtar t Biot Slank B22 Gender Deceased Home Phone Filter v z Run Reger gt Contact Details Medical Options Other Fields Shov Uriguee Recordz Only O summary bats O All Records Sort by Natessl Kunbar vv Amesding ov gt Member Type Coach Secondary sort by Nore Amending Y i Member Type Match Group By Ko Orouping OMilicial icial gt Member Type Officia Report Output Member Type Mise Cheere how you want to receive the data from this raport Display gt Seasons Oper the repost Jor waning on the porten gt Affiliations Eman fay the rapat Ae a font cutee te de Apeted inte another produt Transaction Email Address Security Run Repor Saved Reports a Ren Ese Sive Desh Saving a Report 10 If you would like to Save your report click the Save button in the Saved Reports section at the bottom Email Run Report Saved Reports 11 You will be prompted to give your Saved Report a name then click the Save button within the popup box Touch Football Australia Sportzware User Manual Page 28 of 35 Enter Report Name x rest Report il
13. require Se ee a ee ee ee OS eT ee ere ee RT ee er ee mre JENE Chek the Tanapi luton te erecta the repor Partoea Detalls Selected fict tiwnomul Nuta Werbe Wartbar tio fire teave Hwee Xira Taniy More Yew of fms x 6 Ifyou only want the report to display unique values e g each member can only appear once in the report select Unique Records Only from the Show field in the Options box Alternatively you can select Summary Data or All Records Home Phone Filtar v Run Repat Options Show denea ary Dats all Records Sort by Ascending v ach Secondary sort by None v Asoending wv tch Group By No Grouping v licial Report Output 7 Select the Sort Options that you require for your report Touch Football Australia Sportzware User Manual Page 26 of 35 Horne Phone Filter v J Run Report Options H Unique Records Only O Summary O all Records National Number vo Ascending Vv ach Secondary sort by None vo Ascending v tch Group By No Grouping v licial Report Output 8 From the Report Output section select whether you would like your report to be emailed to you in text format or displayed in a new window tab within your web browser Report Output Choose how you want to receive the data from this report Display Open the report for viewing on the screen Email Email the report in a format suitable to be imported into
14. the individual member record screen This option is not available to clubs Touch Football Australia Sportzware User Manual Page 18 of 35 Allow Medica Other Details Ves ted 30 01 2007 ne 30 01 2007 Clubs Association Season Summary Cup Season Summary Full Season Summary Tribunal Tener Edit Clubs The Edit Clubs screen shows the list of clubs in the association and allows you to determine which clubs the member is active or inactive in by using the checkboxes edit Chuts Choose the options below to set options For each Member field Chock the Save Optina button to seve your opbons Seve Clubs Inclined the member types far 7009F Por member to Partiopate in 2009 Season you must bck Participated in 2009 Setin Harrerin Coach in iti ChE Participates in its Hane fa Pa e aoe nalts fron I ib Hame Iri late Mon it JFG Seacen A000 o0oo00oooo0en npoooooooo0o0000 t DOBOOGOOOOOROO0G Cave Clubs Clubs in which the member is inactive will have read only access to the member s details i e They can see the member s record but cannot edit it A member can also be deleted from a club Deleting a member from a club will completely remove the club s access to the member s record A member s status in their current active and previous inactive clubs is displayed at the bottom of their record as shown below Other Details Mailing List Yes Last Updated 30 01 2007 ne 30 01 2007 Club
15. the left menu under the name of the member 4 Enter the new information into the fields and click on Update Member Add a Member s Photo 1 Click on Members in the left hand menu to bring up the list of members 2 Click on the Name of the Member you want to change update details for 3 Click on Add Photo m 4 Browse for the location of the photo file on your computer and click on Upload Touch Football Australia Sportzware User Manual Page 16 of 35 Upload Photo Parii Demo Photos should generally comply with the following Beran Cabello True likeness of the applicant uh F T ig Front view of the spplhcsnit s head and shoulders Wo heats or sunglasses F Yer Teer Taken on a white background E Tr npktions Less than amp months of To add photo dick the browse butten and find the mage pou mish to upload from your amputar When you heve selected the file click the Upload Photo button Photos should be m JPEG jog Format and be less then 3Mb in cite Note Photos should be in JPEG jpg format and must be less than 3Mb in size Change a Member s Active Inactive Status Changing members status allows a club to group its members into active current members and inactive past members This means member records do not need to be deleted but instead can be kept on file as historical data 1 Click on Members in the left hand menu to bring up the list of members 2 Click on the Change Member
16. 992 09 06 2907 05 03 1991 14 03 1969 2711 1997 27703 1900 30 01 1993 Ut 5 14 McCracken Ave 20 BLAUMONT CRES 28 beaumont CARES J0 besumont CRES 142 Meander Road 342 344 MEANDER RO 22 AMINYA CAIS 142 144 MEANDER RO J1 Acheron Crescent 85 MAROING STREET 19 RENSHAW OVE PASCOE VALE LALOR LALOR LALOR HUPR STBRIDGE HUR STOR IDOE YALLAMS TI H BRIDGE ELTHAM COBURG ELTHAM 07 07 2007 08 07 2007 00 07 200 01 07 2007 06 07 2007 07 07 2007 06 07 2007 20 04 2007 08 07 2007 08 07 2007 E ES Eg TS Se SS eS e Y y Y Y Y Y y Y y Y y ABDALLAH 41 Marlborough St FAWENEA You can filter by member status choose to view 1 active members only 2 inactive members only or 3 all members by selecting an option from the Showing drop down list in the top right corner of the Members screen and clicking the Filter button ab X View an Individual Member Record 1 Click on Members in the left hand menu 2 Click on the name of the member you want to view details for Their details will appear on the screen Another level will appear in the left hand menu beneath that member s name Four menu options icons A i E will appear View click here to see a members details Edit Click here to change a member s details Audit Log click here to see an audit trail of changes made to a member s details Member Tags if your association has set up tags for members you can click here to a
17. Records Touch Football Australia Sportzware User Manual Page 23 of 35 Part 2 Chapter 7 Online Membership Reporting Note these areas will differ depending on which sport you are involved with and the level of access 1 Click on the Reports icon Contacts and Competition etc T to access the Reports Manager area within the database 2 Select the area within the database you wish to report on such as Members Teams Clubs you have within the database E g Team Reports are not available at the team level p O3 Himnu forte ro HBL p Conprttox p b e Cioh Orediston b MA Ms Click each heading text to expand the group and see the fields available to select from each group tebase Hime Cotteitse A LCA tins GEE TI Saami Duge Aapan m Meth Canute fone Gn impiis Cat iretreg WUA wed i Sor oo 10 monie wa pis wets cad Er Au 30 cecote tepin PIF Pa get 4000 Ret piut dub Pioa Garej tT Vive paahi weet Of rad Sel torte Pi At vou 4 Che Toata Meets 3 Information is then grouped together into areas such as Personal Details Contact Details Financial Medical Identifications Member Types Seasons and Affiliations etc rors Lomestson Advanced Fixture Set yout OM reprringe wh th Peters Snore Pomc Played Torie erod Deport Woolly Fixbtat Dreglage the Gihre fer He ment T deze Aan hed r na Cards Seeplace the to
18. Records pach atch gt Cancel Save ficial Report UUTpPUT ISC Choose how you want to receive the data from this report 12 Once you have clicked Save within the popup box your page reloads and you should received a notification Report Saved at the top of the Reports screen COMPS RENO Adeanced Mander Checea M trom tha eh col ont Greg tireo the Selected Heide bor Tha She aal erent font sour Saidi Diara typar oF Relde are wvaleile homn bt erent fall opar Cuh he lasing te oper He poup Cie the Ban Riport Ounce aceaste tre report Peucowal fiorale Setected Fetes Heihi heed ow A tate z Ayri Coe v Adri Herder D Merde Be trani Your report will now be generated and either emailed to you or displayed in a new window Working with Saved Reports 13 From the Saved Reports section select the Saved Report you wish to work with O Email Email the report in a format suitable to be imported inte another prodest Email Address Run Edit Save Delete Test Repod v Test Resort 14 If you would like to Run a previously saved report select Run 15 If you would like to Edit a previously saved report select Edit this will enable you to change the fields and criteria used within your Saved Report before running it 16 If you would like to Delete a previously saved report select Delete Touch Football Australia Sportzware User Manual Page 29 of 35 Part 2 Chapter 8 Dupl
19. ally reduce the amount of time States Associations Clubs Teams spend managing their membership data as well as improving the ability to store track update and locate information and build historical records The system has a vast reporting system allowing you to customise the exact information you wish to retrieve The system allows tiered access at each of the following levels e National access all data State Region access to own data and below Association access to own data and below Club Team Member Note Access to data at association level and below by levels above can be restricted to demographic data only if required 2 2 Synchronising Membership Data IMPORTANT INFORMATION These instructions should be read carefully before performing your first membership synchronisation You can add and edit membership data for the same database in both Online Membership Database and Sportzware Central When you perform a membership synchronisation it will check for updates in both databases and bring both databases up to date Before your first synchronisation to Online Membership please carefully note the following 1 You must enter your Membership Synchronisation code 2 The Sportzware Central database used for the first synchronisation to Sportzware Membership is the only database that can be used for all subsequent synchronisations This is to prevent online membership data being overwritten by an erroneous upload from the
20. asbons Update 3 Under Default Registration Product select the product from the drop down list that you wish to be the default product for new member registrations 4 You may also do the same for new team registrations 5 Click Update to save the settings Note If you set a default member product you can check it by viewing the Member Registration Form You will notice that the default product is already selected for that new member registration It cannot be removed 2 8 Registration Form Associations can set up an online registration form and add it to their website to enable its members to register with an association or a club or team In addition to registrations and memberships the form can also be used for various other types of transactions such as competition entries or merchandise Online registrations can work with or without an online payment gateway If the registration form does use a payment gateway the member has the option to pay for the item using their credit card If the form does not require a payment gateway the member can simply register without needing to pay for it online Payments can also be processed manually by the association Read full instructions on using the Online Registration and Payment system further on in this document 2 9 Season Configuration A season is a defined Registration Period It may be by year as per the below example bi annually E g Season 1 09 Season 2 09
21. ast Updated 07 02 2008 Date Created Online 07 02 2008 Date Lost Played Active Player Address 1 123 Main Street Suburb Box Hill State VIC Country Association Status Active Club Number Choose option This is the same person use new data OThis is the same person keep existing data This is a new person Ooops Gelete this person Ignore this person for now DEMO Payment System Hockey Achyve Update Duplicates The member fields provided on the Duplicate Resolution screen give the user the information required to decide upon the best option for resolving the duplicate record The data is displayed in two columns The new or problem record is on the left which has created the duplicate and the existing record is on the right Whilst the duplicate has been determined by only three fields first name family name and date of birth the other fields are provided in order to assist in determining which of the five options is the correct one most up to date for each individual Please note that the system is able to load a maximum of 300 duplicates in one go In practice it is not usual for the association league to have over 300 unresolved duplicates even during a registration period You do not need to deal with all 300 at any one time In fact it is usual to deal with a smaller number and reload the page from time to time 2 20 Manually Mark a Member as a Duplicate This option is available to clubs as well as associ
22. ations It is possible for a member to have duplicate records but not be identified by the system This would occur if any of the three fields are not exactly the same E g incorrect date of birth or spelling error in name In cases such as these the member can be manually marked as a duplicate To manually mark a member as a possible duplicate 1 Click on the Mark Member as Duplicate icon at the top right hand corner of the member details screen Demo Basketball League CILEANAC im Clubs Members Competitions Alyssa Erickson Personal Details Active in Association Yes Teams Duplicate Resolution Alyssa Erickson Touch Football Australia Sportzware User Manual First name Family name Date of Birth Gender Alyssa Erickson 01 01 1997 3 Add Photo None Specified Page 31 of 35 2 The following screen will appear Click on the Mark as Duplicate button Mark as Duplicate If you believe the Member named below is a possible duplicate click the Mark as Duplicate button This will mark this Member as a duplicate for your Association to verify and resolve Steven Idnurm NOTE Only mark the duplicate Member not the Member you believe may be the original Mark as Duplicate 3 The member will be added to the list of possible duplicates for resolution Note In the instance of a member having two records within the same association database the association should mark the most recently
23. box 8 The Archive Product tick box can be used at a later date when the product is no longer valid and you wish to archive it 9 Enter any notes that you want to appear alongside this product 10 Click Update to save the product 4 5 6 You will then be returned to the updated Products page You can edit products at any point by clicking on Edit next to the product Default Products You may wish to set a default compulsory product for new members or teams This will automatically assign the default product to new members and or teams as they are added to the database This applies for both methods of data entry either via the online registration form by the public or via the Online Membership Database backend by the administrator 1 From the main Configuration screen select Products 2 Scroll down to Default Registration Products Touch Football Australia Sportzware User Manual Page 9 of 35 Products Chense amp wile freer the hat below to edt Sane open may be locked by pour naboneliniermnabal Se pithi IF pee eh b5 bed i fee Gee The Aga a Mi Frodu link eoup Hame Amount Archerd 7 Croaled By Fa gi kijito yi Rag Firas 0 00 Ba iP inn Default Aegis aA Product Dhbt pour defect Menor registration product fron the list below Press thee Update bution te save pour pelechon Junidr Jundr Ae jereahin hoodie pour Jaf pl Tee rea ee pres fren i We b k Pr ii the Liged ate butor te i eam Aegir
24. ction of Sportzware Online Membership database Overview and Access Levels Synchronising Membership Data Sportzware Online Membership Database Log In Welcome Screen Part 2 Chapter 2 Menu Options Part 2 Chapter 3 Database Configuration Field Options Member List Display Products Registration Form Season and Configuration Part 2 Chapter 4 Data Management Clubs Competitions Teams Members Part 2 Chapter 5 Communications SWM Communicator Send a Message Part 2 Chapter 6 Member Transactions Update a Transaction Delete a Transaction Add Payment Details Manually Part 2 Chapter 7 Online Membership Reporting Part 2 Chapter 8 Duplicate Resolution View Duplicates Manually mark a member as a Duplicate Part 2 Chapter 9 Contacts and Locator If you have any further queries about these steps please read back through the excercises Touch Football Australia Sportzware User Manual Page 35 of 35
25. eway This may be the case if the association does not provide an online payment gateway or the member does not wish to submit their payment over the Internet Instead the member may prefer to pay in cash cheque or EFTPOS These details can be recorded by the association through the following steps By Association 1 The first step is to locate the member you want to record the transaction for From the Association menu click on the search icon iq and locate the member you want to add a transaction for 2 Open the member s record 3 Inthe menu bar on the left hand side click on Transactions under the name of the member A list of transactions for that member will appear Tract boris inane Nermiper Bem Mamie Dui ASPacinbon Shawine ecords Filter Touch Football Australia Sportzware User Manual Page 21 of 35 The unpaid transactions will appear You have two options for processing a payment Make a Manual Payment or Pay via Online Credit Card Gateway To make a manual payment 1 From the member s list of transactions select the transaction that you would like to record a payment for by ticking the Add box corresponding to that transaction 2 Click on Make a Manual Payment Mieren Traensectices Parki LS ala F Labra E p brega Pumie fern Marre Guami en Argun Add P Wiese Type 1 hiak i biara Panra 3 The Manual Payment fields will appear Enter the payment details and click on Submit Manua
26. hip Sportzware Membership Login Page From here you can login to your Sportzware Membership online system Please enter your username and password below and then press the Login button Username Code Password Login Reset SportingPulse 2 4 Welcome Screen Upon logging in the welcome screen will appear The welcome message that appears can be configured by the association in the configuration area the spanner icon Sportzware eSmoershiip Logout Help Version 4 0 ane Weicome Patrak Domo oS2ZuV8S8D gt Services In the menu ber to your left you will find all avatable options listed These optons will vary gt Clubs depending on the level of access you have s y i 1 i 7 ry I a G i Members By holding your mouse poimter over the icons in the menu bar on the left a message wi ear te the batton s fur f Competitions appear teling you the button s function gt Teams If you expenence any oroblems with Soortzware Membership or you wish to orovide any feedback please contact us at support sportingpulse com Duplicate Resolution x p UPOO porungp com Sport Puise Touch Football Australia Sportzware User Manual Page 4 of 35 Part 2 Chapter 2 Menu Options The level you log in at will determine the options available in the left hand menu the icons and the number of levels below you which you are able to access the links listed down the left hand menu Membership Logout Help
27. icate Resolution Sportzware Online Membership checks for duplicates of member records across associations You will be alerted to these duplicates in your membership database The duplicate resolution function will allow you to resolve or ignore these duplicates Duplicate Resolution is only available at the association level however clubs are able to mark members as possible duplicates for the association to resolve Associations and their clubs will create duplicates from time to time A common example is when a database Is first set up neighboring associations leagues may share members The database will identify this and offer the ability to consolidate the member s record At the completion of each membership synchronisation performed in Sportzware Central the Online Membership Database will inform you of the number of possible duplicates you have and you will be invited to tend to them immediately lt is important that duplicates are resolved quickly as clubs may select different versions of the same person and assign them to matches effectively splitting a single person s participation data between two separate records There are some functions that cannot be performed on a member who is flagged as a possible duplicate until the duplicate is resolved What is a Duplicate The database checks for duplicates each time a new record Is created All new members added to the database are checked against existing database members for 3
28. ient Options Choosing Your Recipients From the Communicator menu click on Send Message Three options are available e Membership Group e Custom Group and e Remembered Reports Touch Football Australia Sportzware User Manual Page 20 of 35 Part 2 Chapter 6 Member Transactions Each member has their own Transactions area The Transactions area tracks member purchases and payment information The Transactions area is automatically updated each time a member makes an online transaction through the online payment gateway Transaction details can be entered manually if online transactions are not being used by the association This can happen in two ways e The club can manually add a transaction to an existing member s record e The association sets a default product so that every time a new member is added to the database they will automatically be given that default product E g 2009 Player Registration 2 16 Update a Transaction To view or update details of an existing member transaction click on the Item Name in the transaction list Update the transaction details as required and click on Update Member Transaction 2 17 Delete a Transaction A transaction can be deleted by clicking on the Delete Transaction link that corresponds to the transaction 2 18 Add Payment Details Manually Payments for transactions can be manually recorded by the association if payment was not submitted through the online payment gat
29. l Payment Transachons Sant ki bake a ianua Payerment Pianual Payment Submit Manual Payernenit The other option Pay via Online Credit Card Gateway allows a credit card payment to be processed on the member s behalf The association must have an online payment gateway set up in order to process the payment and will require the member s credit card details By Club Both the association and club can pay via Online Credit Card Gateway only For this to be available the association must have an online payment gateway set up and the association or club will need the member s credit card details Touch Football Australia Sportzware User Manual Page 22 of 35 Transactions oe i i Showing Unpaid Y records Finer 103248704 Registrations 2008 Senior Rego 1 ioe ROR National Association Team Entry Oceania Demo Basketball Delete 103246712 Championship Registration a League 100 00 Transaction apa Fees 2008 Senior Registration Demo Basketball 0 00 IF Delete 103919536 i League tion List All Payment Records Pay via Online Creda Card Gateway Once a payment has been manually processed the member s transaction will be flagged as paid Select Paid from the filter drop down box and click on Filter to view all paid transactions Demo Basketball League Transactions Sau ao Shoring Pais a records gt Compebtions Ciud Regitratbon 2009 Club Ful Registration Lest All Payment
30. means that valid information has been entered and saved in the section If the icon is grayed out cross then information needs to be added to the section and it is not set to publish to the website These are displayed below Touch Football Australia Sportzware User Manual Page 33 of 35 This information is used to populate your sport s postcode locater It is used to help individuals locate a club or league they would like to join Please ensure the information you provide here is information you wish to be publically displayed Tip Ensure you consider carefully what information you provide here Where you leave a field blank then the details will not appear on the Locater If there is any informabon you do not wish to show in the public locator then simply leave that field blank To add contacts to this locator do so in the contacts page To access one of the areas click on the section title Details Contacts Locator Below is a link to a video that covers all the components of the Contacts and Locator module in the Sportzware Membership System htto tv sportingpulse com services player bcpid30740774001 bctid 475282743001 Touch Football Australia Sportzware User Manual Page 34 of 35 Conclusion On completion of the Part 2 of this manual you should now be ready to install and start using Sportzware Online Membership Database and its various components In summary Part 2 covered Part 2 Chapter 1 Introdu
31. n arrows The sort order can be set by selecting a field from the Sort by drop down box below the Selected Fields box Member List Fields Use this screen to choose which fields to display on your member list by mowing fields from the box on the left ii the boo on the right Hoghligtt the feld and use the Add and Remove buttons When you have finished press Update Gutton Available Tiehjs Seber tend lielie AGEGROLE Sine Age Group A Addai Lire 1 flow Medica Teamen Mess Lire 2 Any Akeja Acts in Assocubon Arr Meia Conditions Couritry Are you a member of National Team ity of Reddere Beth Certificate Hunnie Coe lH poach actives COACH Cah Reeth aiery hic CIACH Denes banad COE CH hettta Aegeon Ha Custom Cute Fed 1 Custom Cute Aak 2 Cushon Cate Fed J Custom Caig Had d Cusbom Cate Fed 5 CLabom Hari d Cuban Fed 5 CLabom Mumier Fiad J Custom Murnier Fd 10 Custom Mumiber Fia 2 AGEGROUPS Pieyver Age Group Update 2 7 Products Products must be set up here before they can be used in a member transaction Common products include player registrations subscriptions competition entry fees or merchandise but can be anything at all Below is a link to a video that covers how to set up a product in the Sportzware Online Membership system Text instructions can be found below the video http link brightcove com services player bcpid30740774001 bctid 41763317001 To Add a New Product 1 Go to the Sp
32. nd menu to bring up the list of competitions 2 Click on the Add Competitions icon E in the top right hand corner 3 Enter the details in the fields provided Competition Name is the only compulsory field 4 Click on Update Competition 40d New Competition To modiy this infeermabon change the informeton in the bowes below emd shen you hase finished press the Update Compehtian button Meter Al bores marked wath a are compulsory and must be filled in Ge Larls hra Sie e F Type Gender Age Order Grouping Pani Tee Pera Dende Groce Lea Pan Tpke DPria Ape p Y Wodate Compesmian Touch Football Australia Sportzware User Manual Page 12 of 35 2 12 Teams View Teams ina Club Click on Teams in the left hand menu to see all the teams in a club In brackets next to the team name is the competition that team has been entered into by the Association Jeers in Chub Add a new Team to a Club 1 Click on Teams in the left hand menu to bring up the list of teams 2 Click on the Add Team icon Elif in the top right hand corner 3 Enter the details in the fields provided Name is the only compulsory field 4 Click on Update Team Adda Hew Tear To modey fhe informa chan J Ge infeematon mi the boxe below and when pou hare Tisha press fhe Upd apl Ted Wia Wyte Al borzes marked eth s are comoulsory ad mast be Miad m acon Gantacts onine only Note 1 Teams cannot be deleted
33. ortzware Membership Configuration screen 2 Click on Products Touch Football Australia Sportzware User Manual Page 8 of 35 Products Chopig amp wale freer tha hat below to edt Sane ophend may be locked br pour naboneliniemabonal body and i De pirti IF pou eh be aod a ee ree cece hie BSS i ir Product link Soup Harie Amaouri Arched 7 Croaled By raim Hagiititi hi ia aii Bish when hyni Agiria Si oti TECE Add Has Product Default egisi abon Product Dhopse your defect Phember reggia product meam the let below Press the Update bution te save pour Selecta under Juni Ae jetrebon e hoods pour dafedt Taam requires predect free the lit below Freda the Update button to dave your delet Team Regietrabons Uodste 3 Click on Add a New Product Frocucks Click here to return to produt list Enter the name of the product in the box provided and rts default cost then press the Update button Team Fegetatord Enter the name of your product E g Junior Registration Fee Enter the cost of this product Enter the grouping category Grouping Categories allow you to group multiple products within certain categories on the registration form E g Membership Packages Competitions etc 7 Select Allow multiple time purchasing ONLY if you would like your members to be able to purchase this product more than once If the product is only valid for purchase once i e an annual player registration fee then do not tick this
34. r wou have Peethed Brati one Lipa ate Clik byth n Meter AM bomes marked with a sre compulsory and in Deltas Club Products Clubs can create their own club products which can be used in member transactions It also allows the association to add club products to the Member to Club Registration Form 1 Log in atthe club level 2 Click on Products in the left hand menu This product list will display all the association products as well as any products created by the club Touch Football Australia Sportzware User Manual Page 11 of 35 Products Sse 5 Yak From the let bebs te sdi boos epbors may be locked by power nat ba adtad F pow wih te odd a ner product cick Hw Add a New Product dink Group heme Amount Acih Created By Byprrtgr Fag gi peg hi gem ah g Abbett bho Tagen Ragirineticcr 73 00 Arrei sher AAi EDT btr E Papang Hanejamieni a nied 3 Click on Add New Product to add a club specific product The following screen will appear 4 Fill in the relevant details to add a new product and click on Update Note These club products are now available to use in member transactions as well as for use by the association on the Member to Club Registration Form 2 11 Competitions View Competitions in an Association Click on Competitions in the left hand menu to see all the competitions in an association CaaS n Agaa Add a New Competition to an Association 1 Click on Competitions in the left ha
35. s Association Season Summary Club Season Summary Full Season Summary Tribunal Brighton Soccer Club inactiva Mt Eliza Meteors Soccer Club Edit Clubs Touch Football Australia Sportzware User Manual Page 19 of 35 Part 2 Chapter 5 Communications 2 14 SWM Communicator The Communicator module of Sportzware Online Membership allows you to communicate with your members at all levels both via email and SMS To access the Communicator click on the icon in the menu Communicator Options Select from the options below Send a Message Create and send a message to your members via email or sms Manage Custom Groups Set up and manage communication groups Profle Set up and manage the sender profile settings for this account You are presented with 3 options e Send Message Create and send a message to your members via email or sms e Manage Custom Groups Set up and manage the communications groups e Profile Set up and manage the sender profile settings for this account 2 15 Send a Message The send a message area is where you can select the recipients you wish to receive your communications and then where you actually compose the message and send them The orders of steps in the Send Message areas are 1 Select the list of Recipient 2 Decide whether you will Email SMS or send a combination of the two to your selected recipients 3 Compose the messages 4 Send the composed message to the selected recipients Recip
36. ssign tags to a member Underneath these icons there are links to View Types and Transactions Touch Football Australia Sportzware User Manual Page 15 of 35 Bevan Cabello J 1 interests across Associaebors amp n N N n gt J Fersonal Details Contact Detais Add a New Member 1 Click on Members in the left hand menu to bring up the list of members 2 Click on the Add Member icon in the top right hand corner 3 Enter the details in the fields provided and click on Update Member The compulsory fields are marked with a red asterix Note Members cannot be deleted This operation can only be done by the Association Members can however be changed from active to inactive and vice versa Add a New Member directly into a Club or Team Follow this process to add a new member directly into a Team 1 Click on Teams or Clubs in the left hand menu to bring up the list of teams or clubs 2 Click on the name of the team or club you want to add a member to 3 Click on the Add Member icon 4 Enter the details in the fields provided and click on Update Member The compulsory fields are marked with a red asterix 5 The new member will appear in the team or club list Edit a Member s Details 1 Click on Members in the left hand menu to bring up the list of members 2 Click on the Name of the Member you want to change update details for 3 Click on the Edit Member icon in the top right hand corner or in
37. tal of tad ated yalo rard ty Hapri n the Leora An No Results Enterad tor last 7 Days Seiglape tha manchas ni tha leat Y dese for mirc fed reals Poro beoh palmes An Comor osk Garman Gor Tarot Amadi Sound by Round awd Dawidbe Dand Provicut Week Play ri Daplis Gre let of glagera Se the lri F Soret mna Metuks L st 7 Days Creplare Gre Wee leat 7 cars an Mach Players Hih Hapiru Covigue Touch Football Australia Sportzware User Manual Page 24 of 35 Configure Report Advanced Member 8 ab Return to Report Manager Types Choose field from the l R column and drag it into the Selected List Online Transfers KE Search ALL Online Transfers Transfer Settings Bank File Export I y s A s pany EN Personal Details Selected Fields oe a ewe eee OP Seasons cont Detail Age Groups aoe Momber ID Products Interests Club Offers defo gt Identifications first Name Filter Jf Sign up 10 people we ee icy give you 500 Parent Guardian gt Financial Family Name TSs Free loaves WIN a i E Filter teaton s worth of Orgad z ah e Medical Get 20 people to joi FIT B get 4500 for your dub Other Fields Email Filter k Nol i win a 5 000 dubrdom Member Type Player Ei makeover from Bailey Last Recorded Association Game E i Red Rooster For s Filter Equa Cl
38. things 1 First Name 2 Family Name 3 Date of birth If an exact match on all three fields is found both records are flagged as possible duplicates 2 19 View Duplicates 1 When you first log into your database a notice will appear alerting you of any possible duplicates red text fe A RS Q 9 B Welcome Clubs Mambare You have 396 duplicate s to resolve Click here to resolve them Competitions Teams In the menu bar to your left you will find all available options Duplicate Resolution listed These options will vary depending on the level of access you have 2 To proceed to the Duplicate Resolution screen click on the red text Click here to resolve them 3 Alternatively click on the Duplicate Resolution link in the association menu at any time to go to the Duplicate Resolution screen The list of possible duplicates will be shown Touch Football Australia Sportzware User Manual Page 30 of 35 Duplicate Resolution The list below ts of people that have been added that match another person within the database To resolve the problem you must choose one of the options besede each person and then press the Update Ouplicates button 3 Show warnings Update Duplicates Suggested Match Existing Online Data Josh Smith 01 03 1980 07 02 2008 07 02 2008 03 02 2007 Yes 123 Main Street Box Mill vic Problem Record New Record Firstname Josh Surname Smith Date of Birth 01 03 1980 Date L
39. ub Catering Need Career Games E Sign Up AFL Comm unity PA Development Newsletter Junior Senior Veteran Member Type Coach Member Type Match gacondary sort by No Official ic Sroup By No Member Type Misc Seasons Report Output Choose how you want Display Opan the report for Affiliations Transaction O Email Emaii the raport in Email Address i Security Run Report Saved Reports 4 Select the fields you would like to appear on the report by dragging them into the Selected Fields area to the right Touch Football Australia Sportzware User Manual Page 25 of 35 Configwe Raport Achanted Mammer g Satyr Aapon Nereger Civberee a bahd kua et et GLA ceed Gag A ate Da Salad Petals bal Oe bee m sipini Ga yaar Se ele Diered typar of Heth are ceakeite from differed Feld omona Cr the heeding be ogas he miur Chek the Ware Ferjan Olai Setning I ieiti ET ontect Detais GA maa Phere Phyt anji l Pj Adios Sit a ver ire s2 Pott E i we 4 rien tee 8 Mile Pte frat x oro Entry GHEAN yA ratai y OOI Options rte y Corractmy 2 s FN e Pan 2 gt vee Ba cinta OM Savery Sate Al Recents v tea ly Marne hee yvi Amem Medial Daserday asd by tone v As ow Other Held h Mi Creaprg 5 To filter records select an option from the drop down list next to each selected field and enter in the parameters you
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