Hot Springs Village Member Portal User Guide

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1 Contents Portal Options... 2 Portal Display:... 2 MAIN Options:... 2 E-COMMERCE Options... 2 Annual Registrations... 2 Pets... 2 Boats... 3 Carts... 3 Vehicles... 3 GHIN... 4 Annual Passes... 4 My Transactions... 4 MY PROFILE Options... 4 Editing My Profile and Account Information... 4 Manage Account... 4 Manage Profile... 5 My Account Options... 6 GOLF Options... 7 LOTTERY procedures:... 7 LEAGUE Options... 8 TEE TIMES Options... 8 Booking a Current Tee Time... 9 View a Current Tee Sheet... 9 Booking an Advanced Tee Time View an Advanced Tee Sheet TENNIS Options Booking a Current Court Time View Court Reservations Member Portal User s Guide Page 1

2 Browser Note: Some features will utilize pop-ups. If you are experiencing problems, you should check your browser settings. Username: Enter your 6-digit or 7-digit POA number, without any leading zeros (this is the number under the bar code on your POA identification card). Password: The first time you sign on to the system, use as the password. Rather than taking you into the system, it will default to the My Profile option allowing you to change your password as well as enter your address and other information. Please note that your new password must be at least 8 characters and should not contain a string of numbers like or , etc. Once completed, you will be taken into the system. Portal Options Portal Display: The portal header has several Words across the top; MAIN, LOTTERY, LEAGUE, TEE TIMES, TENNIS, MY PROFILE, MY ACCOUNT, and ECOMMERCE. MAIN Options: Under MAIN you can select from the following links: HSV Home page Opens the current HSVPOA web Home Page Course Conditions Opens current golf course conditions. Conditions are normally updated by 7:30 am. HSV Weather Opens the current weather information provided by the Weather Channel. Welcome Shows important information you should be aware of. Gate / Visitor Form Provides the form to fill out for guests and visitors coming into the Village. The information will be sent to both the East and West gates and will be available to them for 10 days. Feedback Enables you to provide feedback to the POA. E-COMMERCE Options A variety of options are now available for purchase online that will help you save time by avoiding the need to fill out forms, avoiding long waits in person, or incurring the cost of postage. The Annual Renewal period runs from Monday, November 14, 2016 through Tuesday, February 28, When you select the ECOMMERCE option from the main menu, you will be prompted to update your primary address and primary phone number. Annual Registrations Begin by either clicking on the green Annual Registrations button above the picture or by clicking on the Annual Registrations link below the picture. In this section you can register your pets, boats, private golf carts, vehicles, or if you are a golfer, you can subscribe to GHIN Handicapping for Pets In the left pane, click on PET, and then Pet Registration Fee. If you have multiple pets, you will complete this form for each pet. Fill in the fields for each pet as appropriate. 1. Select the appropriate Contact Name; this is your personal preference. Member Portal User s Guide Page 2

3 2. Please include the VILLAGE TAG NUMBER for this pet if s/he has been registered previously and you have retained the tag. If you need a new VILLAGE TAG for this pet, type in TAG NEEDED and we will mail it to you. 3. Click on the Please read the Pet Waiver first link. The waiver is presented in a new box; navigate down by using the scroll bar on the right side of the dialog box. 4. You will find a green ACCEPT box at the bottom of the waiver. a. Acceptance of this waiver is required to register each pet. Once you click on the ACCEPT box, click on the ADD TO CART button. You may register additional pets by completing additional forms for each pet. Boats In the left pane, click on BOAT, and then Boat with Motor Annual or Boat without Motor Annual. If you have multiple boats, you will complete this form for each boat as appropriate. 1. Select the appropriate Contact Name; this is your personal preference. 2. If your boat has a motor, input the Tag #. 3. Click on the ADD TO CART button. You may register additional boats by completing additional forms for each boat. Carts In the left pane, click on CART, and then select the registration option you desire. If you have multiple carts, you will complete this form for each cart. Cart Private Daily: Registers your private cart, and then you will pay a daily fee per-use each time you golf. Cart Private Annual: Registers your private cart for the year for unlimited play with no additional fee each time you golf. Cart Private Annual (Grandfathered): Registers your private cart for unlimited play with no additional fee each time you golf. This option is available to those members that have continually purchased the Annual option for their private cart for ALL years between 2011 and 2016 with no break in subscription. Registrants must affirm eligibility by accepting the Terms and Conditions. 1. Select the appropriate Contact Name; this is your personal preference. a. Only those electing the Grandfathered option are required to read and accept the Terms and Conditions affirmation. 2. Click on the ADD TO CART button. You may register additional carts by completing additional forms for each cart. Vehicles In the left pane, click on VEHICLE. The first two (2) vehicles may be registered without additional costs. Vehicles must be registered under the name and address of the member. Additional vehicles may be registered for a fee, and they must also be registered under the name and address of the member. 1. Select the appropriate Contact Name of the registered owner of this vehicle 2. Fill in the remaining fields as appropriate Member Portal User s Guide Page 3

4 3. Click on the ADD TO CART button. You may register additional vehicles by completing additional forms for each vehicle. GHIN In the left pane, click on ASGA HANDICAP. 1. Select the appropriate Contact Name you wish to register. 2. Input your existing GHIN number if you already have one. If you need a new GHIN NUMBER, type in GHIN # NEEDED and we will call you with it or we will it to you. 3. Click on the ADD TO CART button. You may register additional members by completing additional forms for each member. Annual Passes Begin by either clicking on the green Annual Passes button above the picture or by clicking on the Annual Passes link below the picture. In this section you may purchase passes for Bocce Ball, Fitness, Greens Fees and Cart Leases, Lawn Bowling, Library Cards, Pickleball, Tennis and to renew an existing Family Photo ID Card. Please refer to the respective Governing document for additional information regarding passes and eligibility. You may make your selections by clicking on the options in the left pane, and then choosing the pass(es) you desire. Fill out the fields for each pass as appropriate and then click on the ADD TO CART button. My Transactions Begin by either clicking on the green My Transactions button above the picture or by clicking on the My Transactions link below the picture. In this section you may review the details of your completed purchases and enrollments. Click the down-arrow button to expand to see the details of each purchase. MY PROFILE Options The profile includes information about the person who has signed onto the system. Clicking on My Profile will bring back pertinent information currently on file. If you wish to see more information and to edit the data click on Edit Profile Editing My Profile and Account Information There are two tabs at the top of the screen; Manage Account and Manage Profile. The default is Manage Account. Manage Account 1. The User Name is fixed and cannot be changed. 2. The Display Name can be modified. Note this is a required field if you intend to update your account. 3. The Address can also be modified and is a required field. 4. You can change your password from this screen. Member Portal User s Guide Page 4

5 5. Enter your current password. 6. Enter your new password. (8 characters minimum Note: The new password cannot be similar to a previous password. Don t include strings of characters from a previous password.) 7. Confirm your new password. 8. If you are changing your password, click on Change Password to complete the transaction. 9. If you are changing account information, click the Update button at the bottom of the screen. Manage Profile You have several options at this point. You can obviously change your account information. In addition, you can see and modify other information. General topics are: 1. Profile Basic Settings 2. Contact Information 3. Location Information Profile Basic Settings can be selected by clicking on the down arrow to the right of the screen. You can change: 1. First Name 2. Last Name 3. Your Photo a. To change your photo, select the folder using the down arrow where your photo can be found or select Upload File. b. Using the down arrow select the file containing your photo. c. Drag the file to the box Drag File Here or double click on the photo you wish to use. If prompted, click Upload File. 4. Click Update. Contact Information This area enables you to define your primary phone number ( Telephone ) and a cell number ( Cell/Mobile ). Type in the numbers and [Click] Update Location Information This area enables you to define your mailing address. Fields include: 1. Unit (normally an apartment number) 2. Street 3. City 4. State 5. Country (using the drop down arrow) 6. Postal Code Member Portal User s Guide Page 5

6 My Account Options My Accounts will provide you access to the following: 1. My Profile 2. Lottery Requests 3. Book a Tee Time 4. Rounds History 5. Booked Rounds 6. Tennis Rounds 7. Registered Events 8. My Statements and Payments 9. Purchases 10. Cash EQ My Profile View and change your profile information and log in credentials. (See My Profile Options) Lottery Requests View Past and Present Lottery Requests Book a Tee Time Book a future tee time. (See Tee Time Options) Rounds History View your previously played golf rounds. Clicking on Rounds History will give you a list of previous rounds played, as of the first bookings through this portal. Booked Rounds View, edit, or cancel your current round bookings. The result will be a list of your current bookings. There are three points here that are important: Print Page will provide you with a list of your current bookings; the people icon will give you a window showing all of the people in that particular booking; and you may see the Edit /Cancel link. By default, Members will be permitted to Edit (swap or delete players) and to Cancel reservations. However, the Booker may restrict one or more players from doing so (reservations made through the Golf or Tennis Pro Shop or through Central Tee Times will be restricted (unavailable for editing) as well). If you do have permission, you will see a link showing Edit /Cancel on the right end of the row. Click on Edit to swap or delete players and click on Cancel to cancel the entire booking. If you do not see the Edit /Cancel link, the Booker has restricted your abilities for this reservation. To swap players, overtype the number of the player that you wish to replace with the new player s member number and then click the button. NOTE: Should you need to ADD a player (not a swap), you will need to create a new reservation in any available slot; e.g. if the original booking was for a threesome and you need to add a fourth player. If you are the Booker but you are not playing within the tee time you booked, the tee time will show in your Booked Rounds with a notation of (Booked Only) in the Players column. Tennis Rounds View, edit, or cancel your current tennis bookings. The result will be a list of your current bookings. There are three points here that are important: Print Page will provide you with a list of your current bookings; the people icon will give you a window showing all of the people in that particular booking; and you may see the Edit /Cancel link. By default, Members will be permitted to Edit (swap or delete players) and to Cancel reservations. However, the Booker may restrict one or more players from doing so (reservations made through the Golf or Tennis Pro Shop or through Central Tee Times will be restricted as well). If you have permission, you will see a link showing Edit /Cancel on the right end of the row. Click on Edit to swap or delete players and click on Cancel to cancel the entire booking. If you do not see the Edit /Cancel link, the Booker has restricted your abilities for this Member Portal User s Guide Page 6

7 reservation. To swap players, overtype the number of the player that you wish to replace with the new player s member number and then click the button. Registered Events View your registered League events. My Statements & Payments View your Assessment Balance and/or Utility Statements. To make a payment click on the Make Payment button, select the payment type, Utility or Assessment, by checking the box to the left of the amount entry text box and enter amounts you would like to pay under Apply Amounts for either Utility Payments or Property Assessment Payments. Once amounts are entered, click apply amount and then enter the credit card information and click Apply Payment. If, during entry of data, an error occurs, it is necessary to use the Back button and navigate back to the MY STATEMENTS & PAYMENTS window to proceed. Purchases View previous food and beverage and pro shop purchases. As purchases are made on the new terminals, you will begin to see those transactions in this section Cash EQ Shows the available funds on your POA card, both for general use, as well as, merchandise use. (The combined balance will now print at the bottom of each receipt). GOLF Options On the Home page you will see LOTTERY; LEAGUE and TEE TIMES, which are described below. Policy Note: With one exception, club policies have not changed with the new Web Portal. The exception is that a credit card will be required for online 90-day golf bookings, regardless of player type. 9-Hole Note: All bookings will be for 18 holes. If you want to change to 9-holes, contact either the Central Tee Times office or the appropriate pro shop. LOTTERY procedures: 1. Click on Lottery. 2. If you [booker] are modifying a lottery request that you booked, navigate to it by selecting the date of the request from the dropdown list. If you are a player in a request that was booked by another person, you will need to enter the confirmation number, and then click on the Search button to continue to the next step. 3. Date of play: click the down arrow and select the date you wish to play. 4. Search Priority: click on either Course or Time, whichever is most important to you. 5. Desired Time: select the exact time you wish to play from the drop down. 6. Earliest Time: select the earliest time you wish to play from the drop down. 7. Latest Time: select the latest time you wish to play from the drop down. 8. Number of groups: use the drop down to define the number of tee times you need (maximum of 4 groups). 9. If the number of groups is greater than 1 and you will allow for groups to be separated (not back-to-back and possibly placed on different courses), click on the Break Group box. 10. If you will accept any course, click the choose any course box and go to step Using the drop down select the course(s) you want to include in the search. Member Portal User s Guide Page 7

8 12. Based on the number of groups you selected (step 9) you will have the opportunity to input the POA numbers for each player in the groups. You are not required to play within the tee time that you are booking. Your number will be defaulted in the Player 1 slot, but you may overtype it with another POA number. 13. Click on validate players. If you want to start over, click the clear button. 14. As the Booker, you have the ability to restrict any or all of the players in your group from being able to edit or cancel the Lottery Request or the resulting tee times by unchecking Able to Edit field next to each player in the request. This restriction is limited to their ONLINE abilities, but does not prevent them from making edits or cancelling by calling the pro shop or the Central Tee Times office. 15. Click the button all Golfers and s will be sent accordingly. This ensures that all golfers in the request will have the confirmation number should they wish to view or edit the requests. a. To prevent s from going to your spam or junk mail folders, remember to add the sender address to your address book. 16. You will be provided with a Confirmation Number. LEAGUE Options 1. Click on League. You will be presented with a listing of the events that are open for registration for the league(s) for which you are registered to play. 2. The list contains the a. Name of the League and the course that will be played b. The description that defines the latest date you can register for this play date c. The actual event date d. And a link that enables you to register for the play date 3. Click on Register Now sign up for that event 4. The response will be a definition of your submission 5. Click on Submit to confirm your commitment 6. The response will indicate you have successfully registered for the event TEE TIMES Options 1. When clicking on Tee Times, there are two items in a dropdown, Current and Advanced. You will have the opportunity to create a Current Tee Time (today and the next 5 days and can include guests) or an Advanced Tee Time (Up to 90 days, requires a guest or Non-Resident Member be involved and will require a credit card). You are not required to play within the tee time that you are booking. Your number will be defaulted in the Player 1 slot, but you may overtype it with another player s number. As the booker of the tee time, you have the ability to restrict any or all of the players in your group from being able to edit or cancel the tee time by unchecking Able to Edit field next to each player in the request. This restriction is limited to their ONLINE abilities, but does not prevent them from making edits or cancelling by calling the pro shop or the Central Tee Times office. 2. See the Booked Rounds section on page 4 for instructions on editing reservations. Member Portal User s Guide Page 8

9 Booking a Current Tee Time 1. Click on Current. 2. Select the date. Note that today s date is included and, depending on the time of day the available tee times might be restricted. Click on the right arrow to get the next day. You can also use the calendar to select a date. 3. Using the drop down select the earliest time you will accept. 4. Define the number of players you want to establish tee times for. 5. Using the drop down select the course you wish to play. 6. Click on the Search button. The results will be a list of available times that match the criteria you entered. If the results are not what you wanted go back to Step Click on the Book button on the time that you want to book. The time you have selected will be highlighted. 8. You are presented with a Terms and Conditions clause. If you agree click on the box I accept these Terms and Conditions and click on the Next box. 9. Enter the player number to fill out the booking. You have two options at this point for each slot you are filling: (1) enter a player s member number or (2) Set as Guest. If you Set as Guest you will be asked for the first name, the last name and the of the guest. The purpose is to provide this information on the check in tee sheet and to send an to the guest. 10. Once you have entered your players, click on the Validate Players button. The (Member) player name(s) will be displayed and the Able to Edit field will be checked by default. Deselect the checkmark if you wish to restrict edit/cancel ability of any player. a. If you realize that you entered an incorrect player, you may click on the Edit Players button to fix the error. You will then be able to overtype any players that you need to correct and then click in the Validate Players button once again. 11. Click on the Book button. 12. The information regarding your booking is presented to you, and you will have the option to print the booking details. You can continue booking a current tee time by clicking on Back to Tee Times. View a Current Tee Sheet 1. Once you have navigated to the Current page, click on 2. Select the course and the date of the tee sheet that you wish to view. 3. Click on the icon to view the tee sheet. 4. The listing will show all times for that course for the chosen date. Times that have previously been reserved will be shown in a variety of colors with the designation of M for male, or F for female. Only those times that are blank are currently available. 5. Clicking on the icon will return to the Current page where you may reserve a tee time as shown in the instructions in the prior section of this manual. Member Portal User s Guide Page 9

10 Booking an Advanced Tee Time To book with this feature you must be a Resident Member booking with a Guest or a Non-Resident Member. In either case a credit card is required to secure the booking. 1. Click on Advanced. 2. Select the date. Note that today s date is included and, depending on the time of day the available tee times might be restricted. Click on the right arrow to get the next day. You can also use the calendar to select a date. 3. Using the drop down select the earliest time you will accept. 4. Define the number of players you want to establish. 5. Using the drop down select the course you wish to play. 6. Click on the Search button. The results will be a list of available times that match the criteria you entered. If the results are not what you wanted, go back to Step 2 to change the search criteria. 7. Click on the Book button on the time that you want to book. The time you have selected will be highlighted. 8. You must enter a valid credit card number including the following: a. Cardholder Name b. Card Number c. Expiration Month and Year d. Security Code (normally on the back of the card. If there is an issue, click on the appropriate box) e. Billing Street Address f. Billing Postal Code 9. Click Continue if you wish to continue or Return if you do not. 10. You are presented with a Terms and Conditions clause. If you agree click on the box I accept these Terms and Conditions and click on the Next box. 11. Enter the player POA numbers to fill out the booking. Remember that the condition for an advanced booking is that you include a guest or Non-Resident Member. You have two options at this point for each slot you are filling: (1) enter a player s member number (2) Set as Guest. The player name will be displayed. If you Set as Guest you will be asked for the first name, the last name and the of the guest. The purpose is to provide this information on the check in tee sheet and to send an to the guest. 12. Once you have entered your players, click on the Validate Players button. The (Member) player name(s) will be displayed and the Able to Edit field will be checked by default. Deselect the checkmark if you wish to restrict edit/cancel ability of any player. 13. Click on the Book button. 14. The information regarding your booking is presented to you, and you will have the option to print the booking details. You can continue booking additional tee times by clicking on Back to Tee Times. 15. See the Booked Rounds section under My Account Options for instructions on editing reservations. Member Portal User s Guide Page 10

11 View an Advanced Tee Sheet 1. Once you have navigated to the Advanced page, click on 2. Select the course and the date of the tee sheet that you wish to view. 3. Click on the icon to view the tee sheet. 4. The listing will show all times for that course for the chosen date. Times that have previously been reserved will be shown in a variety of colors with the designation of M for male, or F for female. Only those times that are blank are currently available. 5. Clicking on the icon will return to the Advanced page where you may reserve a tee time as shown in the instructions in the prior section of this manual. TENNIS Options When selecting Court Times, you will have the opportunity to book a court time for the current day and the next 4 days. After 5 pm, you can book for the next 5 days. Booking a Current Court Time 1. Click on Tennis from the Main Options screen. 2. Select the date. Note that today s date is included and, depending on the time of day, the available court times might be restricted. You can also use the calendar to select a date. 3. Using the dropdown, select the earliest court time you will accept. 4. At the present time, the number of players is preset to four. However, you will be able to reserve your court with only one player. 5. Using the dropdown select the court you wish to reserve. 6. Click on the Search button. The results will be a list of available times that match the criteria you entered. If the results are not what you wanted, go back to Step Click on the Book button on the time that you want to book. The time you have selected will be highlighted. 8. You are presented with a Terms and Conditions clause. If you agree, click on the box I accept these Terms and Conditions, then click on the Next box. 9. Note that you are listed as Player One on the booking. Only one player (you) is required to reserve a court. You are not required to play and may overtype your number with another if you are reserving the court for another player. You now have two options at this point for each additional player you wish to include on the reservation: (1) enter another player s Member Number or (2) Set as Guest. If you Set as Guest you will be asked for the first name, the last name and the of the guest. The purpose is to provide this information on the check in court sheet, and to send an to the guest. 10. Once you have entered your players, click on the Validate Players button. The (Member) player name(s) will be displayed and the Able to Edit field will be checked by default. Deselect the checkmark if you wish to restrict edit/cancel ability of any player. 11. Click on the Book button. Member Portal User s Guide Page 11

12 12. The information regarding your booking is presented to you, and you will have the option to print the booking details. You can continue booking an additional court by clicking on Back to Reservations. 13. See the Booked Rounds section under My Account Options for instructions on editing reservations. View Court Reservations 1. Once you have navigated to the Tennis page, click on 2. Select the court and the date of the reservations that you wish to view. 3. Click on the icon to view the reservations. 4. The listing will show all times for that court for the chosen date. Times that have previously been reserved will be shown in a variety of colors with the designation of M for male, or F for female. Only those times that are blank are currently available. 5. Clicking on the icon will return to the Tennis page where you may reserve a court time as shown in the instructions in the prior section of this manual. Instructions herein are intended to guide members on the use of the Member s Portal and do not supersede any POA Policies, Rules and Regulations, or Fee Schedules. Please refer to governing documents as appropriate. Member Portal User s Guide Page 12

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