GOL Club Admin Portal Enhancements January 2017

Contents GOL Club Admin Portal Enhancements Process Overview Club Statistics Streamlined Athlete Transfer Streamlined Athlete Creation Bulk Renew Help & Feedback Resources

GOL Club Admin Portal Enhancements

About the GOL Club Portal Enhancements Project The GOL Club Portal Enhancement Project aims to release the following new functionality into the GOL Club Admin Portal to improve the athlete membership renewal process in early 2017: Club Dashboards Club Reports Bulk Renew Checkbox by Last Name Alpha Streamline Athlete Transfer Streamline Creation of New Athlete

Why is getting gymnastics data correct so important? Good and correct data is important to Gymnastics because of: Accurate reports Investment Supports funding applications Provides a case for new initiatives, programs and projects. Helps us define customer segments Effective communication & marketing Competency for events Accreditation

Logging into the Club Admin Portal as a Club Admin Log onto GOL (http://gymnastics.org.au) Select the link in the top right hand corner Hi, <Your Name> A new My Account page will appear. Select the Club Admin Home link on the left hand side of the page.

GOL Club Admin Portal Enhancements Club Statistics

Accessing Club Statistics On Club Administration Portal page, select the Stats link located in the blue ribbon.

Club Statistics Page (Top of Page) Information on what is displayed on charts can be found here Scroll down page

Club Statistics Page (Scroll to bottom of Page) Gender Statistics Age Statistics Gymsport Statistics Important to Note: Currently this graph is only showing correct gymsport codes and no missing codes. Please don’t assume that your club has correct Gymsports listed or no missing data

Missing Data Tab

Fix Gender Statistics

Fix Missing / Bad Date of Birth

Fix Empty Gymsport Field Important to Note: Currently this graph is only showing correct gymsport codes and no missing codes. Please don’t assume that your club has correct Gymsports listed or no missing data Notice that this Gymsport field is empty Update Missing Gymsport here

Streamline Athlete Transfer GOL Club Admin Portal Enhancements Streamline Athlete Transfer

Accessing Athlete Transfer On Club Administration Portal page, select the Add or Transfer an Athlete button on the right hand side of the page.

Athlete Search

Transfer Request

Check Athlete is Correct

Check Athlete is in Pending Transfers into our Club List Scroll down

Review Pending Transfers out of our Club

Approve or Deny the Athlete’s Transfer into your Club

Approval Emails Confirmation email for Club Athlete has been transferred from Confirmation email for Club Athlete has been transferred to

Denial Emails Confirmation email for Club Athlete who denied the request Confirmation email for Club Athlete who initiated the request that was denied

Returning to Club Admin Home after approving/denying a transfer

Checking Transfer has been processed Scroll down

Streamline Athlete Creation GOL Club Admin Portal Enhancements Streamline Athlete Creation

Accessing Athlete Creation On Club Administration Portal page, select the Add or Transfer an Athlete button on the right hand side of the page.

Athlete Search Please note that the ‘Create New Athlete Member Record’ button will not be active until an athlete search is performed. This functionality is in place to reduce duplication records eg. club admins to check if the athlete is already in the system before making a new entry.

Check if Athlete is in search list and if not, then create a new Athlete record

New Athlete Form (Top of Page) Please fill in all the fields

New Athlete Form (Scroll to bottom of Page) Please fill in all the fields Please take care with Gymsports and Levels as these fields are not linked currently

New Athlete Record Created

GOL Club Admin Portal Enhancements Bulk Renew

Accessing Bulk Renew On Club Administration Portal page, select the Bulk Renew button on the right hand side of the page.

Bulk Renew Form Type what needs to be filter and then use the filter icon to filter records Click on the row headers to sort records Check boxes in renew athlete column to renew View calendar to select dates Save here after you have updated records Navigate pages if you have a lot of records displayed Update records in editable fields

Using Filters in the Bulk Renew You can set as many filters as you like! Recommend using these filters: Contains Starts with Is Empty Is Not Empty No Filter Tip to remove a filter: Please click on the filter icon and then select the ‘NoFilter’ option

Filter Descriptions Filter Description Recommended for NoFilter Removes Filter from field. Removing filters. Contains Shows records who have what is entered in the filter somewhere in the field. Key words eg. name DoesNotContain Shows records who do no contain what is entered in the field’s filter. StartsWith Shows records who start with what is entered in the field’s filter Records that start with a letter eg. A EndsWith Shows records who end with what is entered in the field’s filter Records that end with a letter eg. A EqualTo Show records who are exactly what is entered in the field’s filter Records with an exact keyword or date. NotEqualTo Show records who are not exactly what is entered in the field’s filter GreaterThan Shows records greater than the number or date provided Dates LessThan Shows records less than the number or date provided GreaterThanOrEqualTo Shows records greater than or equal to the number or date provided

Filter Descriptions (continued) Recommended for LessThanOrEqualTo Shows records less than or equal to the number or date provided Dates Between Shows records between dates or numbers NotBetween Shows records that are no between dates or numbers Date IsEmpty Records that have empty records in this field All NotIsEmpty Records that do not have empty records in this field IsNull Records that are 0 Numbers NotIsNull Records that are not 0

Example of Filtered List

How to renew records 1. Check the boxes of the athlete to be renewed 2. Select Save

Confirmation that checked records have been saved

How to return back to Club Admin Menu

How to Check Athlete Record to see if renew has worked Ensure Renewed Until date is the end of the current year

How to Check Athlete Record to see if renew has worked This tab will not have any information on the athlete to update and save

Check Club Reports to see if Athlete has been renewed – Step 1

Check Club Reports to see if Athlete has been renewed – Step 2 Scroll down Use Ctrl + F to check if athlete is on report Select the MS Excel icon to download excel report file

Help & Feedback Resources GOL Club Admin Portal Enhancements Help & Feedback Resources

GOL Club Admin Portal Enhancements Help & Feedback Resource User help documentation on the GOL Club Admin Portal Enhancements can be found via: Staff User Guides & Support Page (Information for Staff) Gymnastics Support Page (Information for Clubs) Please contact your State Association or Log a Support Request if you require any further assistance. Please complete this short survey if you would like to get in touch with us about improving the GOL Club Admin Portal.