Online Registration System User Manual

Online Registration
System User Manual
Page 1
Table of Contents
Table of Contents
1. Login Screen
1.1. LGFA URL
1.2. Logging into the system
1.3. Forgot your password?
1.4. Contacting Support
2. Paying Fees
2.1. Fees Notification
2.2. Paying Fees
2.2.1 Cost
2.2.3 How often are fees paid?
3. Setting the 3 Mandatory Committee Members
3.1. Who will I add to the Committee?
3.2. What information will I need to add for these members?
4. Welcome to the system ­ Quick Overview
4.1. Welcome page
4.2. Information
4.3. Alerts
4.4. Other key information
5. Members
5.1. Dashboard
5.1.1. Club Membership Overview
5.1.2. Annual Registrations Overview
5.2. Add & View Members
5.2.1 Add a New Member & Member Registration
5.2.2. View/Search for Club Members
5.2.3. View/Edit a Members Details
5.2.3.1 Personal Properties
5.2.3.2. Other Properties
5.2.3.3. Membership History
5.2.3.4. System Privileges
5.2.4. Hibernate a Member
5.2.5. Unhibernate a Member
5.2.6. Delete a Member
5.2.7. Contacts
Page 2
5.2.8. Convert a Contact to a Member
5.2.9. View Previous Years Registered Members
5.2.10. Print a list of Members
5.2.11. Set a Member as a Player/Non Player/Official/Non­Official
5.3 Teams
5.3.1. Reset Teams
5.3.2. Delete a Team
5.3.3. Add a Team
5.4 Groups
5.4.1. Create a Group
Step 1 ­ Add Group Details
Step 2 ­ Add Members
5.4.2. Edit a Group
5.4.3. Delete a Group
5.4.4. Reset a Group
5.4.5. Add a Member to a Group from the Add/View Members Page
5.5 Committees
5.5.1 Add a Committee
Step 1 ­ Committee Details
Step 2 ­ Add Members
Step 3 ­ Positions & Assignees
5.5.2. Edit a Committee
5.5.3. Delete a Committee
5.5.4. Reset a Committee
Page 3
1. Login Screen
1.1. LGFA URL
The URL for the LGFA management system is people.ladiesgaelic.ie. Once you access this
URL you will be brought to the login screen.
1.2. Logging into the system
To log into the system you will need a username and password. If it is your first time logging into
the system then you will have a unique one­time only password. As soon as you log into the
system you will be asked to change the password and your new password must include at least
one capital letter and one number.
1.3. Forgot your password?
If this is not your first time logging into the system and you are unable to gain access with the
username/password you have been provided then there is a ‘Forgot your password?’ link which
will take you to a reset password form. By completing this to the best of your ability and pressing
submit it will go directly to our support team who will reset your password.
1.4. Contacting Support
There is also a contact support link at the bottom of the login screen. By clicking on this link you
will be able to see the contact details for our support team who are available;
Monday ­ Friday 9AM ­ 5.30PM.
Email: support@servasport.com
Telephone:
Ireland ­ 048 90 313 045
NI ­ 028 90 313 845
International ­ +44 28 90 313 845
Page 4
2. Paying Fees
2.1. Fees Notification
A notification will appear on the system if your club has yet to pay the required mandatory fees
for using the system and the All­Ireland Levy. There will be a link available which can take you to
the helpdesk provided by Servasport.
2.2. Paying Fees
To pay the fees you will need to click on the PayPal button on the screen and login using your
clubs PayPal details. If you do not have a PayPal account then you will need to get in touch with
them to get it set up because without paying the fees the system cannot be accessed.
2.2.1 Cost
Each club are required to be pay the following;
● Servasport system fee of €30 for first time users and then €15 every year after that.
● All Ireland Levy fee of €150.
2.2.3 How often are fees paid?
When you first access the system you are required to pay your fees straight away and then you
will only ever be prompted to pay fees at the beginning of each year in order to register your
members.
Once the fees have been paid select the return button to return back to the LGFA Management
System.
Page 5
3. Setting the 3 Mandatory Committee Members
As soon as you have paid the mandatory fees to access the system you are then required to add
3 committee members to the system.
3.1. Who will I add to the Committee?
The three mandatory positions needed to be added to the committee should consist of:
● Secretary
● Registrar
● Chair Person
3.2. What information will I need to add for these members?
When adding the secretary, registrar and chair person you will need to also add:
● Name
● Address
● Email address
● Mobile number
Page 6
4. Welcome to the system - Quick Overview
4.1. Welcome page
Once the mandatory steps of paying fees and adding the 3 members to the committee you will
finally be brought to the welcome page of the system. The welcome page consists of some
important news stories that will be updated regularly so it is important to keep an eye on this
section.
4.2. Information
There is some key information listed in this section relating to data protection and child protection
laws. Clicking on these links will fully list how to comply with these laws when using the LGFA
Management system.
4.3. Alerts
At the bottom of the welcome page there is a section for alerts which is there for to highlight
certain areas of the system that require the users attention. It is important to keep an eye on this
section and always take action against alerts as this will be relevant to members,
communication and fees.
4.4. Other key information
When a user is logged into the system they will see at the top left their name, the club that they
are currently viewing and a logout button. Some members may be an administrator at both club
and county level and can switch between the two clubs views on the system by clicking on the
clubs name.
By clicking on the name at the top left you will also be able to view and edit the administrators
details although the unique ID cannot be changed as every member has one unique ID on the
system.
Passwords can also be changed within this section.
Page 7
5. Members
5.1. Dashboard
The members dashboard is very straightforward and easy to read and understand. There are
two sections to the dashboard which are:
● Club Membership Overview
● Annual Registrations Overview
5.1.1. Club Membership Overview
The club membership overview display’s a pie chart which outlines the number of members that
are:
● Registered
● Unregistered
● Hibernated
● Contacts
If a club administrator wishes they can also look back on past year's club membership
information by select the year at the top left and then hitting the refresh button.
5.1.2. Annual Registrations Overview
The annual registrations overview is basically a stacked bar chart that automatically shows the
current years and the previous years registration information.
If you move your mouse over the different colour then it will display for example:
Full: 604
Total: 3000
This would mean that there were 604 full members registered and in total there was a total of
3000 members registered
Page 8
5.2. Add & View Members
The Add & View Members Page gives the Club Administrator the ability to:
● Add a New Member
● View Club Members
● Search for a Particular Member
● View/Edit a Members Details
● Setup / edit member login privileges
● View Hibernated Members
● Hibernate Member(s)
● Un­hibernate Member(s)
● Delete Member(s)
● View / Add / Edit Contact(s)
● Group Members/Contacts
● Convert a Contact to a Member
● View Registered Members
● View last years Registrations
● Print a List of Members
5.2.1 Add a New Member & Member Registration
To add a new member to the system login and navigate to the ‘members’ page and then ‘Add &
View members’. Then select ‘Add’ and then select ‘member’, at this stage fill out the majority of
the member details. It is important to fill out all mandatory fields or errors will appear on the form.
Once a club administrator adds a new member they will appear in the system in the ‘Add & View
Members’ section. To register these members, you will need to navigate to the welcome page
and click on the the ‘Registration’ alert on the welcome page. You will need to click this alert to
pay your members registration fees via PayPal. Once this is complete the members will be
submitted to County, Provincial and National level for approval. A clubs members will be fully
registered when the LGFA registrations manager confirms registrations at National level within
the system. Once approved at National level each submitted member will change colour from
red to black and member registration will be complete.
If you wish to add a member to the system but you don’t wish to register them, you will have to
hibernate the member. This is explained in section 5.2.4.
Page 9
5.2.2. View/Search for Club Members
When the club administrator first selects the add/view members page they will see all of the club
members within the club.
There is also the ability to search for a particular member or members within the system. There
is a drop down option to make a selection and a “+” sign at the far right to add new search
categories to find the correct member you are looking for.
5.2.3. View/Edit a Members Details
5.2.3.1 Personal Properties
To edit a members details the user just has to click on the name of the members which they are
trying to edit, either Forename or Surname as it will take them to the same page which is
personal properties. Once clicked the user will have the ability to edit any of the members
details.
5.2.3.2. Other Properties
This page is for the club administrator to store any details they may need to know about a
particular member.
5.2.3.3. Membership History
The club administrator can use this page to view information on the members previous
membership history. The club administrator can also unregister a member within this page by
click the checkbox beside the year and then selecting unregister.
5.2.3.4. System Privileges
This section can be used to change;
● Allocate access to a member
● Change the user role of a member
● Allocate a new password
5.2.4. Hibernate a Member
This will become useful if a member has left the club, moved abroad etc. and the club wishes to
keep their details. To hibernate a member all that has to be done is select the checkbox beside
their name, go to more actions and then select hibernate.
Page 10
5.2.5. Unhibernate a Member
To unhibernate a member, it requires the search options to be used. It is very ease to find
hibernated members as the user need to selected hibernated > yes and then select the search
button. This will show all hibernated members and to unhibernate them the checkbox beside
their name has to be selected and then more action > unhibernate.
5.2.6. Delete a Member
To delete a member select the checkbox beside the desired members name then go to more
actions and select delete.
5.2.7. Contacts
Everything is the same for contacts as it is for members RE editing etc.
5.2.8. Convert a Contact to a Member
To convert a contact to a member the user needs to find the correct member by searching for
them by selecting contacts/members and selecting contact then select the forename and
surname, input the information and then select search. Select the checkbox beside their name
and then go to more actions and select “Convert to Member”.
5.2.9. View Previous Years Registered Members
To do this the user needs to use the search options and select Season>(the previous season)
and then select the year that you want to view the registrations and then select the search
option.
5.2.10. Print a list of Members
There are two options to print out members. The user can either export the members list via
Excel, Word or PDF and print the members from there.
The second option is to print out all members who are registered for the current season. To do
this click on reports you will be presented with a table of report options. Click on the PDF button
beside the relevant report. Full Members will print out all Registered members for this year. You
will be presented with a page asking which heading you wish to use and some font options as
well. A PDF will then be created.
5.2.11. Set a Member as a Player/Non Player/Official/Non-Official
To set a member as either a Player/Non Player/Official/Non­Official you must first find them and
then select the checkbox beside their name then go to the set as button and then pick the
desired option.
Page 11
N.B. for a member to be set as a player their D.O.B must be stored within their personal details.
Also if you have a male member within the system you cannot set them as a player.
5.3 Teams
This section provides the club administrator with the ability to create different teams associated
with the club. When the club administrator first enters the teams section they will see the full list
of the teams associated with their club and by clicking on their name they can edit anything
about those teams.
5.3.1. Reset Teams
This will be used to remove all members and mentors associated with a team. To reset a team
select the checkbox beside the team you wish to reset then select the reset button. A popup will
appear to confirm you wish to reset the team so click yes. After this is done the member and
mentor count are reset to zero.
5.3.2. Delete a Team
This is pretty similar to resetting a team as the club administrator selects the checkbox beside
the teams name and then selects the delete button. A popup will appear to confirm the deletion
of the team so by selecting yes the team will be deleted.
5.3.3. Add a Team
To add a team select the add button to begin with to get to step 1 of 3. In step 1 the club
administrator has to add the club details
5.4 Groups
The club administrator can create groups of members for the purpose of communications such
as SMS and emailing. When the club administrator selects groups from the menu option within
members they will be able to see a list of the current groups already created.
5.4.1. Create a Group
To add a group it is very easily done with no real room for error. There are 2 steps to creating a
new group which are:
Step 1 ­ Add Group Details
There are only two fields in this section that can be filled in. The first field is the name of the
Page 12
group which is mandatory then a description of the group which is optional.
Step 2 ­ Add Members
When the club administrator gets to this step there will be two tables, one on the left and one of
the right. The left table will contain the members that are currently at the club and the right table
should be empty at this stage as this is the table that will contain the members within that group.
To add members to the group the club administrator can either click and drag the member from
the left table to the right table or the club administrator can select the tick box beside the
member(s) name and then click the add button.
5.4.2. Edit a Group
To edit a group the club administrator has to first click on the group that they wish to edit. If they
want to edit the values within step 1 they can do so by changing those values and then
proceeding to step 2.
In step 2 it is the opposite of adding members to a group as the members can be dragged from
the right column and then dropped into the left column or the club administrator can tick the
checkbox beside the members name and then click the remove button.
5.4.3. Delete a Group
To delete a group the club administrator has to navigate to the groups page and tick the
checkbox(es) of the group(s) they wish to delete and then click the delete button and must also
select yes to confirm that they do wish to delete that group from the pop up option.
5.4.4. Reset a Group
To reset a group the club administrator has to navigate to the groups page and tick the
checkbox(es) of the group(s) they wish to reset and then click the reset button and must also
select yes to confirm that they do wish to reset that group from the pop up option. The group will
then be reset to contain zero members.
5.4.5. Add a Member to a Group from the Add/View Members Page
Members can also be added to a group from the add/view members page. This can be done by
selecting the checkbox beside the members name(s) and then select the group button then
enter the name of the group and select next. Ensure that the member(s) has entered the right
hand table and then select finish.
Page 13
5.5 Committees
This page provides the club administrator with the ability to create and edit committees.
Committees are created and managed the same way as team and groups meaning that the
communications function can also be used to contact committee members. When the club
administrator selects the committees option on the system they can view all existing committees
in relation to their club.
5.5.1 Add a Committee
There are three steps to adding a committee which are:
Step 1 ­ Committee Details
There are only two fields in this section that can be filled in. The first field is the name of the
committee which is mandatory then a description of the committee which is optional.
Step 2 ­ Add Members
When the club administrator gets to this step there will be two tables, one on the left and one of
the right. The left table will contain the members that are currently at the club and the right table
should be empty at this stage as this is the table that will contain the members within that group.
To add members to the group the club administrator can either click and drag the member from
the left table to the right table or the club administrator can select the tick box beside the
member(s) name and then click the add button.
Step 3 ­ Positions & Assignees
This step will have some positions already predefined for the club administrator to assign to
members. They will see the positions with a drop down box on the same column so that they
can select the positions for certain members.
The club administrator can add their own customised position by selecting the add button and
then typing in the name of the position.
5.5.2. Edit a Committee
To edit a committee the club administrator has to first click on the committee that they wish to
edit. If they want to edit the values within step 1 they can do so by changing those values and
then proceeding to step 2.
In step 2 it is the opposite of adding members to a committee as the members can be dragged
Page 14
from the right column and then dropped into the left column or the club administrator can tick the
checkbox beside the members name and then click the remove button.
5.5.3. Delete a Committee
To delete a committee the club administrator has to navigate to the committees page and tick
the checkbox(es) of the committee(s) they wish to delete and then click the delete button and
must also select yes to confirm that they do wish to delete that committee from the pop up
option.
5.5.4. Reset a Committee
To reset a committee the club administrator has to navigate to the committees page and tick the
checkbox(es) of the group(s) they wish to reset and then click the reset button and must also
select yes to confirm that they do wish to reset that committee from the pop up option. The
committee will then be reset to contain zero members.
Page 15