2017 Registration Guide

Transcription

1 2017 Registration Guide

2 ONTENTS Welcome 2 Registering in How to set up registrations 4 How members register 7 revolutionisesport 8 Financial FAQ Rebate Scheme 11 Tell us your stories 12

3 Welcome Welcome back to another fantastic year of hockey was to all accounts a successful year, resulting in a marginal increase in our registration numbers. This, in large part, is due to the hard work of our volunteers, who give up their time every week to ensure the hockey experience is a smooth and enjoyable one. It is the work of these individuals that truly keeps our sport functioning and for that I d like to extend my sincere gratitude. In 2017, we must work hard to consolidate the growth of the year just past and build upon it, hence the production of the Registration Guide, a handbook designed to guide you through the process of seamlessly readying yourselves for another season. In the following document, you ll find essential information about the registration process in I urge you to take time, peruse it and make sure you re fully informed before we reach out busiest period. This year, NSW has decided to step away from the One Sport Technology National Database in response to widespread community dissatisfaction. In its place, we have employed revolutionisesport, a service which we feel addresses the needs of the hockey community and the feedback provided to Hockey NSW over the past three years. I am excited to see what we can achieve given this change. Hockey is a unique sport that is fun, healthy and backed by a vibrant community sharing a common passion. If we can represent these excellent selling points, I am confident the sport will continue to grow and assure itself a future. As always, Hockey NSW will be here to help you through that process and help you achieve the best result possible. Wishing you a successful 2017 season, David Thompson Chief Executive Officer 2017 REGISTRATION GUIDE 2

4 Registering in 2017 In 2017 Hockey NSW has moved away from the National System OST and will be utilising revolutionisesport. Hockey NSW will continue to mandate that all Hockey NSW Registration fees are paid online. Members must complete online registrations and make full payment of Hockey NSW registration fees, via credit card or branded debit cards (Visa or MasterCard) before being financial to play within any Association or Club in These fees cover Registration fees to Hockey NSW and Personal Accident & Public Liability Insurance for all players. Members will not be able to participate in the 2017 season until this payment is made. There is a $ % Administration fee that will already be built into the Hockey NSW Registration Fees (just as the current online fee is already included within the 2016 Hockey NSW Registration Fees). This fee goes to both to revolutionisesport, who cover the creation, maintenance and running of the new system, and Pin Payments, the online payment gateway provider. Please note: These fees do not include any Association or Club fees that may be applicable to your specific membership. Members will be advised to check with their Association and Club for further details. REVOLUTIONISESPORT SUPPORT CONTACTS As part of the revolutionisesport commitment, free support is offered for all platforms and administrators of all paying accounts. Support channels can be accessed by clicking Help in the top right of the screen when logged into your account. This includes: Telephone support: Mon-Fri 9am-5pm support: Mon-Fri 8am-8pm Online help tickets: Mon-Fri 8am-8pm Online help videos and documentation Support is also available outside business hours and weekend for urgent or critical system issues. All other support (e.g. non-urgent issues or features requests) will be attended to during business hours. Online videos and documentation can be accessed at any time. REVOLUTIONISESPORT TUTORIALS You can access all revolutionisesport video tutorials through your own portal. 1. Sign into your revolutionisesport account 2. Click the Help link in the top right of the screen 3. Click Browse Video Tutorials REGISTRATION GUIDE 3

5 How to set up registrations HOW TO SET UP YOUR ASSOCIATION/CLUB TO ON-CHARGE THE ADMINISTRATION FEE (IF YOU VE PURHCASED A CONSOLE) As you are aware there is an administration fee of $ % (2.00% is the Pin Payment fees and $1 is a revolutionisesport service fee). ON-CHARGING THE FEE This means the fee will be passed onto your members. Click the Finance tab on the left Click Settings > scroll down the page to Accepted payment methods Tick the box for on-charge Pin Payments fees (2.00% ) Tick the box for on-charge revolutionisesport service fee ($1.00) Scroll down to the bottom of the page and press Save settings. IF YOU DECIDE TO ABSORB THE FEES This means the fee must be included in your registration fees. Do NOT follow the instructions above. Add the administration fee into the fee amount when setting up your payment classes. Calculate using the formula below: (Fee + $1.60) / 0.98 For example, if your registration fee is $100 (excluding administration fee) + $1.60 = $ /0.98 = $ You would add the amount of $ into this field REGISTRATION GUIDE 4

6 How to set up registrations (Cont d) SET UP YOUR PAYMENT CLASSES AT ASSOCIATION LEVEL In the past, these were called Subscriptions in One Sport Technology terminology. Your payment classes are your membership types. To specify your payment classes: Click the Finance tab on the left Click Payment Classes > click Add Payment Class on the right Choose the correct Capitation Fee (Hockey NSW Registration Fee) by selecting it in the drop-down menu Add the name of the payment class e.g. XX Hockey Association Over 18 Registration Fees Add the amount for the registration fee. PLEASE NOTE: The amount below should not include any capitation fees set above. For example, if the total fee to be paid is $200, and the capitation fee selected above is $100, then your fee below should be $100. If, as an Association, you choose not to pass on any fees, you must put $0.00 for the Hockey NSW Fee to display on the registration page. Add details into the Description e.g. Hockey NSW Registration Fee and XX Hockey Association fee Add Minimum and Maximum age for this payment class (some of these may be set already by Hockey NSW) Specify the details > click Add Payment Class to save. Start the process again to add another payment class. Once you have completed this process, please contact Lauren Woods on (02) or hockeynsw.com.au. She will audit this for you to ensure it is correct before registrations go live on 1 st January, REGISTRATION GUIDE 5

7 SET UP YOUR PAYMENT CLASSES AT CLUB LEVEL (FOR CLUBS WHO HAVE PURHCASED A CONSOLE) In the past, these were called Subscriptions in One Sport Technology terminology. Your Payment Classes are your Membership Types. To specify your payment classes: Click the Finance tab on the left Click Payment Classes > click Add Payment Class on the right Choose the correct Capitation Fee (Hockey NSW Registration Fee & Association) by selecting it in the drop-down menu Add the Name of the Payment Class e.g. XX Hockey Club Over 18 Registration Fees Add the Amount for the registration fee PLEASE NOTE: The amount below should not include any capitation fees set above. For example, if the total fee to be paid is $200, and the capitation fee selected above is $100, then your fee below should be $100 If, as a Club, you choose not to pass on any fees to your members, you must put $0.00 for the Hockey NSW fee to display on the registration page. Add details into the Description e.g. Hockey NSW Registration Fee, XX Hockey Association fee and Club Fee Add Minimum and Maximum age for this payment class Specify the details > click Add Payment Class to save. Start the process again to add another payment class. Once you have completed this process, please contact Lauren Woods on (02) or lauren.w@ hockeynsw.com.au. She will audit this for you to ensure it is correct before registrations go live on 1 st January, Please note: Clubs who do not purchase a console are not able to collect their Club fees through revolutionisesport. If your Club would like to upgrade to a console, please contact Lauren Woods on lauren.w@hockeynsw.com.au REGISTRATION GUIDE 6

8 How members register in 2017 In 2017, members will register via their Association or Club s website, hence the importance of having a website set up. FOR MEMBERS WHO ARE REGISTERING THROUGH THEIR ASSOCIATION These instructions are for members whose clubs did not purchase a console. Log onto your Association Website Then click on Registration Press Register Select your Club from the drop-down menu Select your Registration type from the drop-down menu Enter your details in the fields specified Press the Submit Registration button This will than redirect you to the payment screen to make payment with a Credit Card Please note: Each member must be registered individually and paid separately. FOR MEMBERS WHO ARE REGISTERING THROUGH THEIR CLUB These instructions are for members whose clubs has purchase a console. Log onto your Club Website Then click on Registration Press Register Select your Registration Type from the drop-down menu Enter your details in the fields specified Press the Submit Registration button This will than redirect you to the payment screen to make payment with a Credit Card Please note: Each member must be registered individually and paid separately. FOR MEMBERS WHO ARE DUAL REGISTERED These instructions are for members who have already registered with their PRIMARY Association, but also play with another Club either in the same Association or another. Ensure you are already registered with your primary Association Log onto your Association/Club Website Then click on Registration Press Renew Enter your National Member ID (you would have received this on your receipt from your Primary Association/Club registration; this is not required but will assist with the search) Last Name, Date of Birth then press Renew Membership Select your Registration type from the drop-down menu 2017 REGISTRATION GUIDE 7

9 FOR MEMBERS WHO ARE DUAL REGISTERED (CONT D) Please note: The system will identify that you are already a member and deduct the Hockey NSW Registration fee from the final cost. If the club you are dual registering for falls under the same Association, it will also deduct the Association Fee if applicable. Ensure your details are correct Press the Submit Registration button This will than redirect you to the payment screen to make payment with a Credit Card Please note: Each member must be registered individually and paid separately. revolutionisesport Financial FAQ PIN PAYMENTS SETTLEMENT TIMEFRAMES The following table outlines the settlement times for money deposited on a given weekday. PAYMENT MADE FUNDS INCLUDED IN TRANSFER FUNDS AVAILABLE IN ACCT Monday Thursday Friday Tuesday Friday Tuesday Wednesday Monday Tuesday Thursday Tuesday Wednesday Friday Wednesday Thursday Saturday Thursday Friday Sunday Friday Friday RECONCILING PIN PAYMENT DEPOSITIS IN YOUR BANK ACCOUNT Funds from Pin Payments will deposit to your bank account as lump transfers, which may include multiple individual payments. The transactions will appear in your bank account as follows: Direct Credit PERPETUAL Hockey NSW 2017 REGISTRATION GUIDE 8

10 revolutionisesport TRANSFER SUMMARY Financial FAQ (Cont d) To match the payments in your bank account to transactions within revolutionisesport: Go to Finance > Reporting Select the Pin Payments Summary report This report provides: A list of all transfers made to your bank account via Pin Payments The transfer date (which is generally 0-2 days before the money appears in your bank statement) For each transfer, the individual transactions captured within that transfer If an individual transaction is marked as (Unknown), it means that it was paid and captured within the transfer but the transaction record has since been deleted from within your revolutionisesport account (e.g. by deleting a paid invoice, or deleting a completed shop order, or archiving a member who made a payment). MORE DETAILED REPORTING To obtain a detailed list of all transactions made via Pin Payments: Go to Finance > Reporting Select the Income Transaction Summary Report Select the default fields, and tick Date transferred to bank (Pin Payments only) Select Pin Payments as the payment method This will generate a report of all transactions received via Pin Payments, including the receipt reference, which is the same as the reference that appears in your bank account for the lump transfer. For example, if you received 3 payments on a given day ($50 each), these will bulk-transfer to your bank account as one lump sum of $150. All 3 payments will have the same receipt reference and transfer date. Note that unknown or missing transactions will not appear in this report. MANAGING PIN PAYMENTS FAILURES Common reasons for Pin Payments failures, and their solutions, are below: THE CARD WAS DECLINED This means that the bank that issued the card did not approve the transfer. This is purely at the discretion of the bank, and could be for any reason deemed appropriate by the bank. Solution: The member should contact the bank that issued the card used to make payment, or attempt payment again. THERE ARE NOT ENOUGH FUNDS AVAILABLE TO PROCESS THE REQUESTED AMOUNT This means that there are insufficient funds in the bank account to make payment REGISTRATION GUIDE 9

11 Solution: The member should ensure they have a sufficient balance and attempt payment again, or use a different account or method for payment. THE TRANSACTION WAS FLAGGED AS POSSIBLY FRAUDULENT AND SUBSEQUENTLY DECLINED Pin Payments have several levels of fraud-checking when processing payments. This failure means that one of the levels of fraud checking was flagged. Examples of possible fraudulent activity include: unusual time of day for transaction; request made from unusual location (e.g. interstate or overseas). Solution: The member should contact the issuing bank if the problem persists or use a different account or method for payment. THE CARD HAS EXPIRED This means that the card being used to make payment has passed its expiry. Solution: The member should attempt payment using a different account or method. ONE OR MORE PARAMETERS WERE MISSING OR INVALID This means that one of the fields entered was invalid (e.g. incorrect CVC code or incorrect address in their profile). Solution: You should check that the member s details are correct within their profile (e.g. ensure that they have a valid address). Once you have verified/corrected their profile details, the member should attempt payment again, ensuring that their details are correct before submitting payment REGISTRATION GUIDE 10

12 Rebate Scheme In 2017, Hockey NSW will be continuing the rebate scheme implemented in 2015 to promote growth in our Under 7 and Under 11 age groups but with a growth target. Hockey NSW membership has grown modestly at 2-3% each year for the last two years overall, despite an annual churn of 16-20%. Membership of Primary School children has increased 9%. Continued growth of juniors is the life blood of our sport and must continue to be fostered for the future of our sport. The target for each target group is Under 7 s: Growth in registrants greater than 5% will receive a $20.00 rebate per player. For example: Association A had 107 Under 7 players in Association A achieved 120 registrations. They have had a growth greater than 5% (target 112), therefore they received a rebate with an increase of 13 players. Association A would receive 13 x $20.00 = $ Under 11 s: Growth in registrants greater than 8% will receive a $20.00 rebate per player. For example: Association A had 171 Under 11 players in Association A achieved 200 registrations. They have had a growth greater than 8% (target 185), therefore they received a rebate with an increase of 29 players. Association A would receive 29 x $20.00 = $ Further communication regarding this will be provided in the new year to all Associations REGISTRATION GUIDE 11

13 Tell us your stories It s our firm belief that there are thousands of hockey stories out there in the community in NSW just begging to be told. Volunteers across the country do an exemplary job of connecting with local media and sharing stories but for every story that they find the time for, there may be another that goes untold. This year, we d like your help in telling those stories and we d ask that you contact Cameron Whalan, Communications Manager, with anything that comes to mind. From time to time, we might send an out prompting you to provide those stories they ll then be fed back into local press, social media or the Hockey NSW website for broader consumption. In doing so, you ll help us represent all that there is to hockey and put our best foot forward. The idea is to attract people based on hockey s many charms new generations of players who, eventually, will have their own stories to tell. Send your stories to: Cameron Whalan Communications Manager cameron.w@hockeynsw.com.au (02) REGISTRATION GUIDE 12

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