IMG SPORTS TECHNOLOGY GROUP BOWLS IN AUSTRALIA – ROADSHOW MANUAL AUGUST 2013
This document is designed to help administrators navigate through the IMG Sports Technology Group’s system and how it is applied for the Sport of Bowls. The information in this document can be found on the IMG Sports Technology Group HelpDesq page www.helpdesq.imgstg.com Level 3, 480 St Kilda Road, Melbourne VIC 3004 Australia | P 61 3 9864 1111 F 61 3 9864 1112 www.imgstg.com IMG Sports Technology Group ABN 71 134 641 071
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Online Registrations Bill Bowler committed to facilitating online registrations for his members. Bill identified that providing online registrations would be of benefit to the Club by reducing volunteer administrative hours, providing improved financial reporting, enhancing the Club’s presence within the community and improving accessibility for existing and new members to join the club. Step 1: Entering Club Fees Bill Bowler added the IMG STG Bowls Club component to each subscription type. Bill was pleased to know that the funds would automatically be split between the National, State and Club for those members who paid online. SUBSCRIPTIONS / SUBSCRIPTION TYPE / EDIT / ENTER CLUB AMOUNT AND TOTAL / SAVE
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Step 2: Charge Rates Administrators have the option to absorb the IMG STG transaction fee or pass this on to their members. Bill Bowler decided to increase his Club fees and absorb the fee. SUBSCRIPTIONS / OPTIONS / TAX & CHARGE RATES OPTIONS / ADMINISTRATION CHARGE / ABSORPTION RATES If you wish to absorb the fee, please enter the amount you wish to Absorb If you wish to pass on the fee, please enter 0.00 Note: you can choose to partially absorb the fee eg. 2.00 (2%)
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Step 3: Custom Fields Bill Bowler saw online registrations as an opportunity to capture more data from his members. Bill added custom fields (additional questions) to the registration form. ADMINISTRATION / CUSTOM FIELDS / EDIT / ENTER QUESTIONS/ SAVE
Step 4: Going Live Once Bill had entered his Club fees and custom fields, he turned registrations online. SUBSCRIPTIONS / SUBSCRIPTION TYPES / EDIT / MEMBER / Include Subscription in Members Section/Members Portal = YES
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Step 5: Adding MemberDesq to your Website Bill Bowler adds the State registration form to his website so his members can easily register. Bill visits his STA website to find the registration link (url).
Bill creates a page on his website to link to this page. WEBSITE / USER DEFINED DATA / CATEGORY / ADD / MENU OPTION / SAVE Menu Title: Enter the title of the menu that will display on the website URL: past url here
IMG STG Bowls Club members can now register online via the IMG STG Bowls Club website.
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Managing Members Bill Bowler logs into the IMG STG Console twice a week to view new members who have registered online. Bill will often use this time to also process manual memberships which have been sent to him directly in the mail, or given to him in person at the Club.
Viewing and Activating Online Members Step 1: Viewing a Member Bill Bowler logs into the management console to view new members. MEMBERS / MEMBERS LISTING / FIND FIELD: INSERT MEMBER NAME / VIEW Step 2: Activating Online Members The online status indicates that a member has registered online. After viewing the member’s details, Bill Bowler decides to ‘activate’ the member. MEMBERS / MEMBERS LISTING / VIEW ALL Member Status: ONLINE Financial Status: ALL Name: ALL
Click the online
status to make the member active
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Processing Memberships Bill Bowler received a registration form and a cheque from John Smith, a new member to the Club. Bill adds John in the database and records the payment to make John financial and maintain an accurate financial history in John’s record. Step 1: Adding a Member MEMBERS / MEMBERS LISTING / ADD A MEMBER / INSERT DETAILS / SAVE
Step 2: Generating a Subscription (Unpaid Transaction) VIEW MEMBER / SUBSCRIPTION / SELECT RELEVANT SUBSCRIPTION TYPE / NEXT / GENERATE / POST
An unpaid transaction has now been posted to John Smiths account. John can log into the Members Portal and pay the outstanding amount online. Alternatively, administrators can record payments paid offline (manual payments).
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Step 3: Recording a Manual Payment Given John paid IMG STG Bowls Club via cheque, Bill Bowler selects PAYMENT to records this against John record. VIEW MEMBER / SUBSCRIPTION / SELECT RELEVANT SUBSCRIPTION TYPE / NEXT / GENERATE / POST / PAYMENT / SELECT PAYMENT METHOD & ADD PAYMENT REFERENCE / PROCESS PAYMENT
Note: Offline Credit Card Payment allows administrators to process transactions via credit card on behalf of the member. This is useful where members like John Smith would like to pay via credit card however do not have access to a computer.
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Step 4: Viewing a Members History Bill Bowler views Johns Smiths record to confirm John is now active and financial. MEMBERS / MEMBERS LISTING / SEARCH MEMBER / VIEW / MEMBERSHIP
Bill views John’s history to confirm the payment is correct. MEMBERS / MEMBERS LISTING / SEARCH MEMBER / HISTORY / SUBSCRIPTIONS
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Dual Registration Jack Green calls Bill Bowler enquiring about joining IMG STG Bowls Club. Jack Green is an existing member of Sample Bowling Club. Bill Bowler adds Jack into the IMG STG system as a ‘Dual Registered’ member and processes his payment online.
Processing Memberships for Dual Registered Members Step 1: Select ‘Dual Registration’ as a Subscription Type MEMBERS / MEMBERS LISTING / ADD / ENTER MEMBERS DETAILS / SELECT THE RELEVANT ‘DUAL REGISTRATION’ SUBSCRIPTION TYPE / SAVE
Dual Registered members will have a different subscription type to flag these individuals as dual registered members. Note: members will only have a ‘dual registration’ subscription type in their nonprimary Club.
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Step 2: Processing an Offline Credit Card Payment Bill Bowler processes an offline credit card payment on behalf of Jack Green. VIEW MEMBER / SUBS / SELECT RELEVANT DUAL REGISTRAITON SUBSCRIPTION TYPE / NEXT / GENERATE / POST / PAYMENT / OFFLINE CREDIT CARD PAYMENT / ENTER CC DETAILS / PROCESS PAYMENT
Note: The Dual Registration subscription types do not have a National or State component. Clubs only need to enter the Club component when entering Club fees.
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Member Groups Bill Bowler will also be using the SportsDesq module to facilitate Competition Management. To ensure Bill can easily allocate members to a team sheet, he has created a Member Group per team. Member Groups allow your organisation to put members into additional categories above and beyond their Member Type and Subscription Type. They make it easy for you to segment your data or sort it by defined roles within your club, such as Team Players.
Adding a Member Group Step 1: Adding a Member Group MEMBERS / MEMBER GROUPS / ADD / ENTER TITLE / SAVE To learn more about the options under ‘detail’ please click here.
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Step 2: Attaching Members to a Member Group Now that Bill has created a group for each team, he adds the relevant members. MEMBERS / MEMBER GROUPS / ATTACH / ATTACH RELEVANT MEMBERS
The members of IMG STG Bowls Club are now segmented into groups. Bill can export these groups, email these groups and can easily select the relevant players for team sheets in SportsDesq.
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Email Communication As the new registrar of IMG STG Bowls Club, Bill Bowler facilitated online registrations for the first year at the Club. After activating online registrations, Bill decided to send an email to all his members advising them of the new opportunity to renew their membership online.
Sending an Email Step 1: Creating the Email MEMBERS / SEND EMAIL / ALL MEMBERS /SELECT TEMPLATE / NEXT Campaign Title: This title is only visible in the console Senders Email: Visible in receiver’s inboxes HTML: Insert content of email (including design, images or formatting) PLAIN TEXT: Insert text of email (without design or formatting) Step 2: Sending the Email GENERATE CAMPAIGN / MANAGE CAMPAIGN / DUPS / SEND *DUPS will remove any duplicate email addresses. This will ensure members only receive the email once.
The email will sit in ‘incomplete’ whilst it is in the process of sending and move to ‘complete’ once it has successfully been sent from the system.
Bill Bowler noticed that some members ‘opted out’. Bill visited the IMG STG HelpDesq page to find out how he can use distribution lists (mailing lists) when sending an email to reduce the number of members who opt out of all communication. Click here to find out more.
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Reporting Two weeks after sending out the renewal email to all the members of IMG STG Bowls Club, Bill decided to run a report on all his members to check whether all their information had been entered correctly. Depending on Bills requirements, he can export ALL MEMBERS, MEMBER TYPES, MEMBER GROUPS, MEMBER QUERIES or MEMBER QUALIFICATIONS. As Bill is tracking what data members have entered upon registration, he has decided to run his report on ALL MEMBERS.
Exporting Members Step 1: Selecting the Export Type MEMBERS / EXPORT / ALL MEMBERS
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Step 2: Exporting All Members MEMBERS / EXPORT / ALL MEMBERS / SELECT TEMPLATE / FILTER ON MEMBER STATUS / NEXT / EXPORT
To learn more about creating export templates click here.
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Clearances Betty Rink has moved to Melbourne from Country Victoria and would like to play Bowls for IMG STG Bowls Club. Bill Bowler applies for a clearance through the Bowls Victoria EventDesq form. Bill Bowler uses the Network Search to confirm that Betty Rink is a current member of Country Victoria Bowling Club and requests the transfer. Bowls Victoria contacts Country Victoria Bowling Club to confirm whether they approve the clearance of Betty Rink. Country Victoria Bowling Club consent to the clearance. Bowls Victoria approve the clearance. Betty Rinks member profile moves from Country Victoria Bowling Club to IMG STG Bowls Club.
Network Transfer Process Step 1: Submit Application for Transfer STA WEBSITE / SELECT EVENT / FOLLOW PROMPTS
Step 2: Network Search MEMBERS / NETWORK SEARCH / ENTER DETAILS / SEARCH
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The Network Search will display all results based on the data entered above across all Bowls Clubs on the IMG STG system.
Step 3: Request Transfer TRANSFER / ENTER DETAILS / SAVE
Clicking SAVE posts a pending notification on the home page of the Club (Country Victoria Bowls Club) and State (Bowls Victoria) console.
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Step 3: Respond to Request State and Club administrators have the option to approve or reject the pending transfer. If the request is approved, the member’s record is transferred from the old Club to the new. Any transactional history processed at the old Club will remain in the old club console.
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Club Finder Bill Bowler recently became the Club Registrar of IMG STG Bowls Club. Bill found he was receiving many enquiries regarding the facilities and competitions IMG STG Bowls Club offer. Bill identified an opportunity to display this information online and improve membership uptake by adding IMG STG Bowls Club to the National Club Finder. Located on Bowls Australia and each STA website, the Club Finder allows prospective members to filter by postcode and personal requirements to find and register for a suitable Club. Bill found that once he had activated the Club Finder, the number of enquiries he received reduced, and the membership uptake increased. The Club Finder provided potential members relevant information regarding the clubs contact details, facilities and competitions offered as well as a direct avenue to register online.
Activating the Club Finder Step 1: Adding your Club Logo TOOLS / FINDER/ INFORMATION / LOGO / UPLOAD LOGO *Recommended dimensions: 180pxl Width x 180pxl Height Step 2: Entering Club Contact Information ADMINISTRATION / DETAILS / ENTER CLUB CONTACT DETAILS / SAVE The address and business number will now appear on the Club Finder page
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Step 3: Entering Club Information TOOLS / FINDER / PROFILE DISPLAY: Set to YES TITLE: Insert Club Name SUMMARY: Insert brief summary about the Club DETAILS: Insert any additional information about the Club LOCATION: Enter the location of the Club venue as it appears in Google Maps. *This will ensure a map of the Club displays on the National Club Finder
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Step 4: Entering Answers TOOLS / FINDER / ANSWERS Click EDIT on each question and enter the relevant answer. Click the STATUS icon to publish the answers on the National Club Finder. If a question is not relevant to your Club, keep the status as offline .
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Want to Learn More? IMG Sports Technology Group has implemented a comprehensive help system to assist our clients with system enquiries. The IMG STG HelpDesq provides various documents including Manuals, Webinars, FAQ’s, Noticeboard Items and System Updates via the Change Log. There is also the opportunity to contact our support team should you not be able to find the answers you are looking for. HelpDesq: IMG STG Support Contact Details:
http://helpdesq.imgstg.com/home [email protected]
(03) 9426 2600