Club logins into My Swim Results can maintain the Club portion of the club fees through the Membership Fees Setup.

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1 Membership Fees Club logins into My Swim Results can maintain the Club portion of the club fees through the Membership Fees Setup. On the Membership Tab click on Membership Fees Setup. My Swim Results PO Box 31 West Perth WA 6872 Unit 14 / 1329 Hay Street West Perth WA 6005 Ph: support@myswimresults.com.au Please check: 1. the membership types are enabled are suitable for your clubs requirements. o If additional membership types are required such as Club Only or Prospective please contact My Swim Results to have them enabled. 2. Welcome message updated 3. Terms and Conditions for your club are up-to-date. 4. Club Fees allocated to appropriate membership types o Entering fees into My Swim Results authorises My Swim Results to collect the fee on your behalf. Proceeds will be electronically transferred to the nominated club bank account on a weekly basis Publish club specific links for registration on your club website 1 Bank accounts for clubs can be submitted to My Swim Results on official Club letterhead.

2 1. Check Membership Types are enabled Check the Setup tab first to ensure that the membership types for new and renewing members are correct for your club requirements. A list of the enabled membership types will be displayed with options to enable or disable My Swim Results from collecting members for either New or Renewing. At the top of the tab there is the ability to set the invoice / receipt to be itemised or summarized. Itemized will show all the various components which make up the final fee. Summarized shows just the final total. 2

3 Note: if the membership types haven t been enabled for your club, try pressing the Reset Defaults button. o This may disable membership types from the previous season as the start of the next season approaches. If you want new members to be able to sign up then ensure that the membership type for them is enabled for New Members by ticking the tick-box under New Members for each membership type. If you want renewing members to be able to renew online then ensure that the membership type for them is enabled for Renewing Members by ticking the tick-box under Renewals for each membership type. Press Save to save any changes. Contact My Swim Results directly if your club is interested in other membership types such as Prospective or Club Only membership types. 3

4 2. Check Welcome Message Return to the Setup tab on the membership fees page. At the bottom of the page there are links for Editing the Club Welcome message. This message is displayed when the club is first selected by a new member and is a good opportunity to introduce the club. Click on the Edit Welcome Message page. Any previous season s Welcome message will be displayed so that it can be updated. Tip: Use a Word document to setup what you want to say and then copy and paste it into the editor. Once it is ready press the Save button. 4

5 3. Check Terms and Conditions Return to the Setup tab on the membership fees page. At the bottom of the page there are links for Editing the Clubs Terms and Conditions. This is displayed just before the member contact and address information is collected for both new and renewing members. The Terms and Conditions need to be accepted before the system allows the membership to be recorded. Any previous season s Terms and Conditions will be displayed so that it can be updated. Tip: Use a Word document to setup what you want to say and then copy and paste it into the editor. If the club has some additional requirements / paperwork that is required to be completed then include a note in the Terms and Conditions that it is required that the membership paperwork be completed with the club. Once it is ready press the Save button. 5

6 4. Entering Club portion of fees Choose the season. A list of the enabled membership types together with State portions of the overall fee and the will be displayed. Under each membership type there is a New link to create a new fee portion for that section. By default the screen will have all the required fields filled in already update them to suit the clubs requirements. The Amount is the club portion of the fee. Start and End dates define when this fee will be made available. Description is a brief title for the fee which will be used when reporting back to the club on the remittance advice. Amount is the fee amount (inclusive of GST) If this fee applies to both New or Renewing members then tick the appropriate tick-box. Fee Notes are additional help notes or description which will be displayed when a member chooses the fee. Absorb Commission indicates if the club wants to include the My Swim Results commission on the fee as part of the amount or add the commission to the total paid by the member. Tip: Note: Watch the section underneath the Save button as it will update to display what the member pays (of the club portion) when the amount or the Absorb Commission is updated. By entering the club fees into the My Swim Results system you are enabling this fee to be collected by My Swim Results on the clubs behalf and the fees will be forwarded to the club on a weekly basis. Press the Save button to record the fee. 6

7 The updated list of fees will be displayed. Repeat for any additional club fee options that are required. Note: If the club does not wish to have its fees collected by My Swim Results the State fees will still be collected online and during the payout process the club will be notified of the new or renewing member so that the club can organise outstanding club fees. Tips:- If the club offers a number of fee options that need to be duplicated across different membership types then use the Copy icon ( ) beside the new link to copy the club fees. Then find the Paste icon ( ) in the membership type that you want to duplicate the fees. This will duplicate all of the club fees from one membership type (copy) into the (paste) membership type. Use the Pencil icon ( ) to edit the fee. 2 Use the Red Cross ( ) to remove the fee. 3 The Padlock icon ( ) appears once a fee has been applied and the fee is no longer editable. Important: Once a membership fee is used it will be automatically locked so that it cannot be edited or removed. 2 If the fee has already been applied then the fee will not be fully editable. 3 If the fee has already been applied then it cannot be removed. 7

8 5. Publish club specific links Return to the Setup tab on the membership fees page. Under the table of enabled membership types there is a section showing the club specific links for new and renewing members. These links will be club specific which can be published on the club website allowing members to Sign-up or renew. These will help particularly when new members signup as it means that the club would have already been selected rather than offering a choice of clubs. Copy and paste them into your own website where required. Club members will also be able to find similar links via:- State Association website On the My Swim Results website o via Find a Club o on club specific page My Swim Results Entries Wizard / Online Entries 8