HSA HockNet101 Presentation Jan 2016

HOCKEYNET 101
January 2016
Hockey SA Member
Benefits
BRONZE Cover Personal Accident
Insurance program – further details on
website
NEW IN 2016:
•
Canterbury – 20% discount extended to
Hockey SA members
•
SportsPass – new sponsorship in
negotiation which will provide Hockey
SA members with group buying
discounts (e.g. similar to Entertainment
Card) and credits that can be put
towards future year hockey fees
HOCKEY SA INDIVIDUAL
REGISTRATION FEE – HOW IT WILL LOOK TO YOUR MEMBERS
This process change mirrors HVIC and HQLD -est. 40,000 members have registered this way.
Other states are moving to this model.
HOCKEY SA INDIVIDUAL PLAYER
REGISTRATION INCLUSIONS
•
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•
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Personal Accident Insurance
Hockey Australia Levy
Exclusive 20% discount on all Canterbury merchandise
Access to the SportsPass Membership Benefits Program
Hockey SA Levy
Eligibility to play in the 2016 Hockey SA metropolitan
competition
Eligibility to play in Affiliate (Club / Association based)
2016 competitions
Eligible to complete a HSA 2016 Dual / Secondary Club
Registration
Eligible for selection in Hockey SA State Teams
Eligible, where appropriate, to participate in Zone
Representative Events (e.g. Junior State Championships
and State Country Championships)
PLAYERS AT MULTIPLE CLUBS
Dual Registration – Additional Club registration
Only to be used by players playing for 2 or more clubs in a Hockey SA, Association or Club
based competitions who have ALREADY selected and PAID ONLINE for a Hockey SA
Individual Registration Fee at another club.
For example, an Under 18 Risdon player who plays every second week with the Woodville Under 18 team
will select the following registrations:
Primary Club: Risdon Hockey Club
Select Port Pirie and District Hockey Association > Risdon Hockey Club Inc > Register
HOCKEY SA JUNIORS - Hockey SA Individual Registration Fee (Under 18): $24.00
Juniors (Under 18 years old as at 1/1/2016) Risdon Membership
Secondary Club: Woodville Hockey Club:
Select Hockey SA Metropolitan Competition > Woodville Hockey Club > Register
HOCKEY SA DUAL REGISTRATION – Additional Club Registration: $0.00
Woodville Hockey Club Under 18 Junior Membership
If competing in the Metropolitan Competition –
A player must also complete a Dual Registration form (found on the Hockey SA website)
and submit to [email protected]
The Hockey SA Individual Registration Fee (fee paying) should be registered with the
‘Primary’ club and then subsequent club’s with the Dual Registration – Additional Club
registration.
The Hockey SA
Individual Registration
Fee is mandatory for
each player.
Collecting online
payments
IMG Sports Technology Group settle
to accounts weekly
Settlement period –
from Saturday through to Friday
(midnight to midnight)
Funds are settled the following
Thursday
You will need your Organisation ID
Administration > Organisation Details
You will need to provide the details
of another authorised administrator
in your organisation to verify the
bank information
To submit bank details - https://eventdesq.imgstg.com/index.cfm?fuseaction=main&EventDesqID=6741&OrgID=1666
MEMBERDESQ
Subscriptions
Financials
Members
Email Management
Portal Settings
https://imgstg.zendesk.com/hc/en-us/#onesporttechnology - helpdesq
Subscriptions
MemberDesq > Subscription Types
All 2015 Subscriptions must be ARCHIVED
They may be copied and then edited to
contain the 2016 information or added
from scratch.
Copying A
Subscription Type
MemberDesq > Subscription Types
Against the individual subscription
type you wish to archive
select Actions > Copy
Type in the new name of the
subscription type
This will copy all the features of the
Subscription.
You can now archive the old
subscription type
Archiving A
Subscription Type
MemberDesq > Subscription
Types
3. Against the individual
subscription type you wish to
archive select Actions > Archive
5. Click Archive
6. You will now see that this
subscription type no longer
displays in your Subscription Type
Listing.
7. If you wish to view this
Subscription Type,
select Actions in the top right
corner > Archive Listing
ASSOCIATIONS - If you have sent down this particular subscription type to your clubs, you will receive an option to 'Include
Linked Subscriptions' , if you tick this box this will result in archiving of this subscription type within all descendant's consoles.
Adding A
Subscription Type
MemberDesq > Subscription Types
Select Actions > Add
GENERAL TAB
Name
Description: Additional information
about the subscription type
Effective Date: Date at which the
subscription will take effect
Subscription Duration: Duration the
subscription will be active
(Subscription End Date)
OPTIONS TAB
Show on MemberDesq: Set this to NO
until you are ready to go LIVE
Default Member Types: Click on the
2016 member type then > to shift it to
the right box
Approval Process: Select No, unless
approval is required before or after
payment is accepted.
This is shown in payment status in Financial tab
Age Validation: You can restrict
purchase of this subscription based
on user age.
FINANCIAL TAB
Financial Status
Yes: The subscription grants financial status
if paid online or by an Administrator.
This is shown in Financial status in Members tab.
Online Mandatory Payment
Is payment required at time of registration
or are you accepting payments
elsewhere.
Total Amount: Insert price or amount of the
subscription.
Absorb System Access Fee
Yes: You will absorb 4.4% process fee
No: The 4.4% will be added to the cost
upon payment.
Split Allocation: A cost can be split to pay
another ASSOCIATION.
Click Edit to allocate the amount or
percentage of the cost that will be given
to an organisation(s)
INVOICE TAB
If you have selected the option not
to make online payment mandatory
–
You can customise your Invoice by
inserting custom text and images
UTILITIES > DOCUMENTS you would
like to display on the invoice.
This will be sent to a member upon
selecting to 'Submit Now and Pay
Later'.
The member will receive one invoice
with all standard invoice details in
addition to custom text.
RECEIPT TAB
If you have selected the option to
make online payment mandatory
You can customise your Receipt by
inserting custom text and images
UTILITIES > DOCUMENTS you would
like to display on the invoice.
This will be sent when the member
pays through the Member Portal and
when the payment is processed
through the console.
The member will receive one receipt
with all standard receipt details in
addition to custom text.
ADMINSTRATION
Organisation Details
Form Listing
Question Listing
Security
REGISTRATION
QUESTIONS
Hockey Australia Questions
Hockey SA Questions
Setting Up Questions
Setting Up Questions
GENERAL TAB
Question Type: Select the question type
from the drop down menu.
Mandatory: Select this if the question must
be answered by every member.
Mandatory (Admin): The question will come
up if a members is added from the console.
New Row: Do you want the question on a
new row or with the previous?
Input Below Label: The answer will appear
below
Vertical Options: If you have more than one
options to answer this will display vertically.
Setting Up Answers
ANSWER OPTIONS
If you have selected any of these ‘Answer
Options”
Type in the Answer responses here.
Once you have created a question you can
now attach it to a Form.
FORM USAGE
Once you create a form will see which it is
attached to here.
Adding a hyperlink
Hyperlinking in Subscriptions & Questions
Subscriptions and Registration Questions can include hyperlinks to additional information that is
available via another website or URL.
The code to complete this is: I agree to the <a
href=“http://www.hockeysa.com.au/Portals/19/Hockey%20SA%20Social%20Media%20Policy%201
30312%20v1.pdf" target="_blank">Hockey SA Social Media Policy</a>
Additional plain text can be added before and after. This will now appear on the registration
page as: I agree to the Hockey SA Social Media Policy
Setting Up Forms
Form Name: Members will see the title of the
form when registering online
Form Primary: If this is ticked this will appear
against all Member Types - without the need
to attach the form to the type
Form Type: Keep this as Registration to
eliminate multiple forms.
Permission: The permission field refers to the
organisations that get to see the forms and
the information entered.
Everyone: All organisations attached to your
organisation (National, State, Associations, Clubs)
All Above: Any organisation that is in a higher tier in
the sports structure
All Below: Any organisation that is below in the tiered
structure
Only Us: Only the organisation can view the form
Click SAVE
Attaching Questions to Forms
Form Questions > Add Questions to Form
Select the questions that you would like to add to the
form, by ticking the box
Click Add Selected Questions to Form
Click Save
Hockey SA Questions – Over 18 Form
SELECT THE ORDER OF THE
QUESTIONS
Click on the questions and
Drag and drop the
questions in the correct
position.
Hockey SA Questions – Under 18 Form
Member Types are set by Hockey Australia
Attaching Forms to Member
Types
For the form to appear on the member portal when a
member completes the online registration process, you
will now need to attach the form to a member type.
MemberDesq > Member Types
Click on the relevant Member Type that the form
needs to be attached to.
Click Edit and then tick the box against the Registration
Form and/or Declaration Form that you would like to
attach to the Member Type.
Click Save.
You must do this for each Member Type
MEMBERDESQ
Subscriptions
Financials
Members
Email Management
Portal Settings
https://imgstg.zendesk.com/hc/en-us/#onesporttechnology - helpdesq
Cancel Unpaid
Subscriptions On Bulk
This function is useful at the end of your
membership period, in order to prepare for
the beginning of the new membership year.
Financial > Subscriptions
Click the
filter icon and ensure the
status is selected as Unpaid
Click Apply Filter
You will now have a listing of all the
unpaid subscriptions only
Select Actions > Cancel All.
This results in the subscription being marked as
cancelled against the member's record.
Financials
It is advised that expired / invalid (unpaid) subscriptions be cancelled prior to starting a new
season.
Unpaid v Paid v Pending Paid
Financial > Subscriptions
This is a list of all members who have registered online.
Select the member record if you wish to process a payment that is not made via the console.
Actions > View Member
Your Member’s
financial status
will remain a ‘no’
if ONLY a shared
subscription
status is
purchased
Financial > Shared Subscription
This is the Hockey SA Individual Player Registration Fee. You may view this but cannot edit.
Members who purchase this sub type will NOT appear Financial Listings or Payment Listings.
To view/download a list of state levy paid members:
Financial tab > Shared Subscriptions
Actions - Export
Processing Outstanding Subscription payments
If a payment is made directly to your club, you can update the payment here in the Member’s
record:
Financial > Member Record
Select Actions > Pay
Choose the Payment Method > Process Payment
Members will be sent an email confirming that a payment has been made against their member
record.
Payment Listing
This is the list of player
payments.
The Hockey SA Individual
Player Registration Fee will
not display here. Please see
the Shared Subscriptions tab.
To view/download your
payment Listing:
MemberDesq > Financial tab
Select Payments
Actions - Export
Settlement Listing
IMG Sports Technology Group settle to accounts weekly. The settlement period runs from Saturday
through to Friday (midnight to midnight). Funds are settled the following Thursday
Click on the date then Report PDF
Members
This home screen displays all of your member (online, inactive and active).
Click the
filter icon to refine your search.
MEMBERS TAB
1. Click on a specific member record to perform Quick Step tasks via the
Actions button.
Distribution Lists
Email Management >Distribution Lists
Actions > Add
Automation:
Manual results - adding and removing
members individually to this list
Dynamic results automatically adding and
removing members based on the filters that
are ticked •
Member Status
•
Financial Status
•
Member Types
•
Subscription Types
Email Management
The email function in OneSport enables you to communicate to your database by allocating
members into mailing lists, based on member types or subscription types.
Sending an Email
Select the Distribution List
Email template: if you have one ready made
up, otherwise leave this blank.
Campaign Name: this is only viewed internally
in the Console.
Sender Name this will appear as the sender in
the recipient's email inbox.
Sender Email Address this will appear as the
email address that the recipient views when
they open the email.
Email Subject (this will display as the subject
line on the recipient's email inbox)
BODY: Input your email text within the HTML
editor, you may also add images (see next
slide)
Click Save
Uploading Images
IMPORTANT: Images should be re-sized prior to uploading
1. UTILITIES > DOCUMENTS > TYPES – Name your IMAGES folder
2. Click Listing > ADD and insert a title for your Image Type e.g. OFFLINE, EVENT DAY, LOGOS
etc. Then click SAVE.
3. Click CHOOSE FILE to upload the image from your computer.
Copy URL
Image
Once the image has
been uploaded you will
be provided with a URL.
COPY this URL
(highlight text > Ctrl C)
Campaign Management
This is where your campaign is managed, you can see it’s status and read rate
Campaign Management > Action > Edit
Click on the Email Body tab.
Place the cursor where you want the image to go
Click the Image
button
Paste (Ctrl V) the URL into the Image Properties box
Click SAVE
Sending the Email
The screen will now reload and display a Send Button, review your email.
Click Send a pop up window will appear with three buttons
Click Send Now Unique Emails: de-dupes the email campaign so that the email is only sent once to an email
address.
Cancel: cancels the send
Soft Bounce
Hard Bounce
Soft bounces typically indicate a temporary
delivery issue.
A hard bounce indicates a permanent reason
an email cannot be delivered.
Examples:
• Mailbox is full (over quota)
• Recipient email server is down or offline
• Email message is too large
Examples:
• Recipient email address does not exist
• Domain name does not exist
• Recipient email server has completely
blocked delivery
ADMINSTRATION
Organisation Details
Form Listing
Question Listing
Security
To preview lay out and attach in emails/website
Portal Settings
This page enables your club to create a custom front end member registration page, where you may
direct your members to register.
Set Accept Registrations to NO – until you are Registration day
Customising your Portal
Portal Settings > Options
The Welcome will appear on the front page
of your MemberDesq portal
Theme: select the theme from the drop
down list and click Preview, here you will be
able to see what the theme will look like.
Images: you can set a Header and
Background Image.
Click on Choose File, select the image from your
computer,
Click Open 4.
Click Save
Header Image: We recommend for a 24inch screen, that
you use the header image dimensions of 1120px x 390px
Background Image Dimensions: We recommend for a
24inch screen, that you use the background image
dimensions of 2150px x 1450px
Adding Pages
Portal Settings > Additional > Actions > Add
Title: This is what will show on the top bar of
the registration page.
External Link: This will allow you to link to an
external page via a URL
Page Content: enter text and add images,
these will appear on the additional page
Show on MemberDesq: Activate the
additional page
Order By: Select the order number that you
would like the item to display
4. Click Save
1
Adding a User
Administration > Security
Click on Security Roles
Click on the Master administrator
select Actions drop down box and
select View
Click on Add User To This Role and
insert the Email Address of the person
you wish to give access to
Click Add.
2
3
5
The member can now log into the
organisation they have been
granted access to
WHAT NOW?
1. PORTAL SETTINGS - Accept Registrations’ to NO – until ready for
new season. However this also prevents your members from
purchasing the HSA membership.
2. Hockey SA SUBS will be LIVE from Feb 12, & announcing ALL
REGO OPEN Feb 22.
3. COPY AND ARCHIVE 2015 SUBSCRIPTIONS
4. ADD 2016 SUBSCRIPTIONS & ATTACH MEMBER TYPES
5. ADD 2016 QUESTIONS
6. SEND CLUB BANKING DETAILS TO IMG
7. CLEAN UP DATABASE
1. Cancel unpaid subscriptions on system (if members are
financial)
2. Merge records if double ups
3. Delete if never used records
8. Hockey SA will email all members on the database explaining
the registration process for 2016.
THANK YOU
& QUESTIONS