IMG SPORTS TECHNOLOGY GROUP BASEBALL AUSTRALIA CLUB ADMINISTRATOR DOCUMENT Summer Season 2015/16 This document is designed to guide Club Administrators in the setup of their Club on the IMG STG platform, both for the transition to a new season and set up for the first time. Please follow the steps in order to get your Club up and running for registrations for this year s season. Ground Floor East, 600 Victoria Street, Richmond, VIC 3121 Australia P 61 3 9426 2600 F www.imgstg.com IMG Sports Technology Group ABN 71 134 641 071
Page 2 of 9 STEP 1: LOGGING IN 1. In your internet browser search https://console.imgstg.com/ 2. Insert the username and password provided by your State Administrator. Once logged in, you will be directed to your homepage. On the homepage, you will see the STATE and NATIONAL NOTICEBOARD. Notices from your State and National body will display here.
Page 3 of 9 STEP 2: EDITING YOUR CLUB OR ASSOCIATION DETAILS Once you have logged in, the next step is to make sure your Club details are correct. 1. Log into the Management Console 2. Select ADMINISTRATION / DETAILS 3. Click EDIT to amend your CLUB DETAILS if applicable. Remember: The details you list here will display to the public in your Contact and Club Finder display, so make sure that are correct. Please note: You will not be able to enter or edit BANK ACCOUNT INFORMATION, this is a reference tab only. This is for security purposes and the safety of your Clubs payments. Submitting or updating bank account details is addressed on the last page of this document. STEP 3: CREATING USERS FOR CLUB ADMINISTRATORS As the Club administrator, you are able to set up access to the console for members of your Club Committee. Not all users require the same level of administrative access. When setting up a new user you can restrict their level of access to just the information they require. 1. Log into the Management Console 2. Select ADMINISTRATION / USERS 3. Click ADD at the top of the page. 4. Give the User a name. This can be their actual name or titled based on their position.
Page 4 of 9 5. Set CONSOLE ACCESS to Yes and give the user a Username and Password. Go through each Tab and select which areas of the system that user requires access, and the level of access they require. For example, can they EDIT details or only VIEW details.
Page 5 of 9 STEP 4: UPDATING CLUB DETAILS: The Club Finder tool allows prospective players to find their local Club. A step by step guide to setting up Club Finder is included in your resource kit. To view how your Club appears in Club Finder please see the below link http://www.baseball.com.au/find-a-club To ensure prospective members can locate your Club, please ensure the following information is correct. Club Logo: 1. Log into the Management Console 2. Select TOOLS/ FINDER / PROFILE / INFORMATION Club Facilities: 1. Select TOOLS/ FINDER / ANSWERS 2. Click EDIT on each question and enter the relevant answer in the text box or selection box given. 3. Click the status icon to ensure your answers appear on the National Club Finder. NB the green tick ( ) indicates the answers have been published online
Page 6 of 9 STEP 5: SETTING UP YOUR CLUB LEVEL SUBSCRIPTION TYPES As part of Baseball Australia s partnership with IMG STG, Baseball Clubs can now manage their memberships online via MemberDesq. To assist your Club, Baseball Australia has loaded all the new season Subscription Types, State age restrictions, end financial dates and Member Types into your Club console to make the set up process simple. This means the next step for Clubs is one of the following: 1. Include Club Fees in online payments 2. National and State fees only online Club fees paid at Club Once your Club has decided what option to take please refer to the document in your resource kit Setting up Subscriptions IMG STG, your State or Baseball Australia can assist your Club in setting up registration options specific to your Clubs and members needs. Some of the registration options we can help you with are: Part-payment schemes Online payment of all or only some of the member fees Registration online without payment online for Clubs with their own merchant facility Many other options and alternatives that IMG can help you with, just ask. https://imgstg.zendesk.com/hc/en-us/articles/202337094-step-2-setting-up-the-subscription- Options- SUPPORT For support relating to IMG STG technical system enquiries IMG Sports Technology Group have implemented a comprehensive help system to assist Clubs with system enquiries. The IMG STG HelpDesq provides various documents including Manuals, Webinars, FAQ s, Noticeboard Items and System Updates via the Change Log. HelpDesq: http://helpdesq.imgstg.com/hc/en-us There is also the opportunity to contact our support team should you not be able to find the answers you are looking for. IMG STG Support
Page 7 of 9 Email IMG STG at support@imgstg.com or phone IMG STG Support team (03) 9426 2600 (Press 1 for support) Your State Administrators are also available to help you with not only how to use the system but for all Baseball specific enquiries. For example, if you need further clarification on the age restrictions against a Subscription Type your State can assist you with this. State Administrator Contacts NSW: Narelle Fox admin@baseballnsw.com.au ACT: Bryan Robinson admin@actbaseball.com SA: Bianca Smith bianca@baseballsa.org.au WA: Caroline Adamson llwareg@gmsil.com VIC: Daniel Garrood Daniel.garrood@baseballvictoria.com.au NT: Lisa Hooley baseballnt@baseballnt.com QLD: admin@baseballqld.asn.au Baseball Australia is an additional support for your Club at any time of the season. Baseball Australia has developed Baseball specific help documents that are constantly updated and available on your Club console noticeboard and they have all been emailed to your Club. Baseball Australia Contact Miranda Frisken Miranda.frisken@baseball.org.au
Page 8 of 9 Club Administrator Checklist USE THIS CHECKLIST BELOW TO MAKE SURE YOUR CLUB IS READY TO START THE 2015/16 SEASON Step 1: Follow the easy instructions in the New Season Club Document (sent with this checklist and also available in your club console) Step 2: Use this checklist to make sure you have not missed anything Step 3. You are ready to Go, let you members know that registration is open HAVE YOU? Logged into your Club IMG console and familiarised yourself with the system Checked your Club details are up to date, made any necessary changes and saved them Checked your Club Bank Account Details are in the console and are correct Created User Accounts for my Club Administrators Checked and updated Club Finder details including Club Logo and Facilities Entered your Club fees (if paying club fees online) and set all subscriptions live in the member portal. Please note most states have mandatory online payment for the State and National Fee USEFUL LINKS MemberDesq Portal https://imgstg.zendesk.com/hc/en-us/articles/202592490-step-7-memberdesq-portal-setup Custom Fields https://imgstg.zendesk.com/hc/en-us/articles/202330114-step-3-adding-custom-fields Email Templates http://helpdesq.imgstg.com/hc/en-us/articles/200722140-how-do-i-set-up-an-email-template-
Page 9 of 9 Including Member Information in Emails (Merge Fields) Merge-Fields- Submitting Bank Account Details http://helpdesq.imgstg.com/hc/en-us/articles/200722230-updating-your-bank-details Customising Payment Receipt Receipts Duplicate Verification for Members Members Email notification when someone registers online Advice-Email Adding a Registration Declaration https://imgstg.zendesk.com/hc/en-us/articles/202539400-including-member-information-in-emails- https://imgstg.zendesk.com/hc/en-us/articles/200720360-customising-transaction- http://imgstg.zendesk.com/hc/en-us/articles/200719770-duplicate-verification-for- http://imgstg.zendesk.com/hc/en-us/articles/200720060-automatic-members- http://imgstg.zendesk.com/hc/en-us/articles/202330064-step-6-registration- Declarations Disclaimer: The information provided to you in this help document is for guidance and information purposes, to assist Clubs when using the IMG STG system. Some of the operating functions explained in the document may not relate to your club, due to policies and procedures set at a State level. If you are unsure or have any questions please contact your State Administrator for support. To allow design and specification developments of IMG STG and Baseball Australia, the information in this document is subject to change from time to time without notice.