SEASON SETUP 2018
CONTENTS Welcome to Season Setup in Play Football... 2 Setting Up Our Details... 5 Setting up Age Groups... 9 Setting up Fees and Registration Packages... 11 Create a Registration Package... 12 Setting up Add Ons... 14 Setting up Terms & Conditions... 15 Setting up Additional Questions... 17 1
Welcome to Season Setup on Play Football This guide will assist you in setting up your club into the online system for the new season. MyFootballClub is a unique portal which allows you to access your club, update key details and monitor all registrations online. Prior to Club Setup we advise that you determine the following Do you intend to allow your players to pay online? What is your age group and fee structure for the season? How will you communicate the process of registration to your players? We recommend you nominate a primary user at your club, who will set up the club in the system, generally oversee registrations, and become the first point of contact for issues at your club. How many registrars should have access to the system, and what are their roles within the system? Log on to the MyFootballClub online registration system The first step is to login to the administration screen. On the Play Football homepage, click on CLUBS and you will see the admin login. Enter your details on the next screen and you will be logged into your club administrative portal. 2
Season Set-Up Page The following screen is the list of set up options required to be filled in Season Set Up. A brief overview of each section is provided below. 3
Our Details Maintain club contact details Age Group Fees & Packages Manage the age groups in your Club that are used when setting up registration packages Manage your Club s registration packages including creating additional Items and discount packages. Terms & Conditions Additional Questions Manage terms and conditions that your players must accept Additional questions you would like players to answer Mandatory Steps for MyFootballClub Administrators Step 1: Our Details These details are only viewable by your Club registrars and the staff at your Member Federation. Federations will use this information to contact your Club. You are also able to enter club location details for the club finder on the MyFootballClub website. Step 2: Age Groups As part of setting up registration packages, you will need to decide which age groups you would like to set up in the system. We advise you to consider the Member Federation Age groups when undertaking this process. These age groups will then be used to setup the Fees and registration packages in the step below. The age groups referenced are linked to fees and not to competition age groups. Step 3: Fee structure and Registration Packages Prior to Clubs registering players you need to establish fees for the season. You will use the age groups setup above within this process. The fees should be inclusive of all costs associated with the club. This fee will then be packaged together with Association, State, and National Registration fees to create a registration package for the season. 4
Step 4: Terms and Conditions There is a standard set of FFA Terms & Conditions (T&Cs) setup in the system that all participants must accept when they register. Additional T&C s can be setup by each club. Club Registrar Access Club registrars need to complete an online form to request access as a Club Registrar. All requests are approved by your Member Federation before access is provided to you. Please note, you will need an FFA number prior to requesting access to the system. Go to Club Account Generation and follow the steps to retrieve your password or generate an FFA number (if you don t already have one). Contact your Member Federation or Association to request registrar access. Activating online payments at your club This will enable your clubs to take online payments from players which means fees will be directly credited to your club bank account. Players can pay online as they self-register or registrars can manage payments outside the system via manual payment. Clubs who used Online Payments in 2017: Clubs who used Online Payments in 2017 do not need to do anything. The payment facility will continue to be available in 2018. There is no annual cost. Clubs should check the setup of online payments in MyFootballClub to ensure it is configured as required for your club Note: If you would like to remove the Online Payment facility for your club, please contact the MFC Support Centre on 1300 685 332 to arrange this. 5
Clubs who did not use Online Payments in 2017: Enter your club s bank details in MyFootballClub Admin in the Our Details section. Complete the Online Payment Request Form: https://onlineforms.myfootballclub.com.au/onlinepaymentrequestform.aspx The MyFootballClub support centre staff will verify the details on this form with the MyFootballClub Bank details and set up your club for Online Payments. FFA will email the individual identified on the form to advise when the setup has been completed, and to provide login details for the payment reporting tool. Clubs should then enable online payments in the MyFootballClub setup once they are ready to begin registrations. Note: There may be only one user per club for IP payments. Setting up Our Details This is the section where you maintain your Club s details. Your Member Federation will use this information to contact you regarding administration matters throughout the season. Therefore the accuracy of the data entered is important. Section 1: Primary Details Mandatory fields in this section are highlighted with an *, however we would encourage you to complete this section as fully as possible. Please complete mailing address if this is different from your street address. 6
Section 2: Bank Details This section includes your clubs bank account details and allows you to manage online payments. All payments for registration will be processed into the bank account details entered in this screen. To use the online payment gateway your Club needs to complete FFA s online Payment Request Form. https://onlineforms.myfootballclub.com.au/onlinepaymentrequestform.aspx 7
Payment Options Clubs also have the ability to enter messages on the invoice generated for each player. This could include information about a registration date, or your clubs bank information to assist with the collection of registration fees. GST Exempt: This is for Clubs who are not registered for GST. Enabled by FFA: Once FFA has enabled your club use of the payment gateway this box will be ticked. This cannot be changed or edited by the club. Enabled for Self Registration: Once FFA has enabled online payments you can tick this box. Your club also has the ability to control online payments at any time by un-ticking this box. Note: If this box is not ticked your players will be not be able to pay online. Pass on Transaction Fee: If ticked, individuals who pay their registration online will incur a 1.8% transaction fee. If this remains un-ticked the club will absorb the fee instead. Example: If the registration cost is $100, 1.8% of the fee is $1.80. If you choose to absorb the cost, you will receive $98.20. If the fee is passed on, individuals will pay $101.80 in total. Hide Manual Payment at Club: This makes online payment mandatory as they won t see the Manual Payment at Club option at all. Section 3: Our Contacts This section will enable you to enter your key club contacts. This at a minimum should include Chairperson/President, Secretary and Treasurer. In order to create a club contact click Add New Individual button. You will be asked to perform a search to check whether the individual is in the system. Enter the individual s details and click the Search button. If the individual already exists, select the record in the list. If they are not found then click on the Add New Individual button. This will then display the Individual Details page. 8
Add Role Enter in the details for the person being assigned to the role. Click on Add Role to progress to the next page Enter the details for the role and click the Save button. The individual is now linked to your club as Club Contact. By clicking the Save you will return to the Our Details page. You will now see the individual in the Our Contacts list. If you click Exit you will return to the main menu. 9
Removing a Contact Once a contact is entered they cannot be deleted but their role can expire. Use the Effective To date to remove a contact. Therefore the role that the individual had will have expired and they will no longer be a valid contact for the club Section 4: Club Finder This section will enable you to show a direct link to where your club is located. Below is a screenshot and it details exactly how to set up this section. You must tick the boxes which apply to your clubs, indicating which ages groups, genders and types of football your club caters to. There are also instructions on how to gain your club s latitude and longitude through Google Maps so that you can pinpoint your club s location on the Club Finder on the MFC website. You can also enter additional information to be displayed with the club s details. Be sure to click Save on completion. Note: This will not appear immediately, and is likely to appear the following day. 10
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Setting up Age Groups Age groups are an important component within the system. They determine which registration packages an individual can see when they register. Care should be taken when setting up age groups. We strongly recommend that you follow the age groups setup within your Member Federation s fee structure. Tips and considerations When you are a setting up your age groups you should consider the age groups of your Member Federation. More care should be taken with the age groups if your club intends to promote selfregistration as players will view the age groups when registering with your club. Once you have created your age groups, we advise you to communicate these to your Players and Club Registrars so they are clear on the packages they should be selecting. Please consider whether you have players that are playing outside of their age groups, either playing up or down. Remember that they won t be able to register outside the age range set-up in the system. Have your age groups ready prior to creating them in the system. If you set up age groups last year, you can use these to create packages this year. Age groups will restrict which packages and fees players can select when registering but will not restrict you from allocating players to a team outside of the players age group 12
Step 1: Select age group from season setup menu Step 2: Age group home page If your club has created age groups in the system previously, they will appear in the table below. You will be able to use these age groups to create your registration packages this year and you can also create new age groups 13
Step 3: Adding a New Age group Click on Add New and a window will popup. Enter the information to setup this age group. Minimum requirements are Minimum Age, Maximum Age and Label. Then click Save. Step 4: Reviewing your age groups Your age groups will now appear in the table and can be reviewed at any time. Click Exit, which is located at bottom of the page on the right. This will return you to the Club Homepage. Setting up Fees and Registration Packages Once you have established your club fees for the season you need to set them up in MyFootballClub. This is where we setup registration fees that are available to players and club registrars during registration. The process is particularly critical if you intend your players to self-register and pay online. 14
Tips and considerations This is a task that should be done by one person within the Club if you have multiple Club registrars. Fee setup and packaging is very important when you are setting up a package which can be selected by a player self registering or when a player is paying online through the system. Communicate the packages, and in particular the labels, which have been set up for your players and other club registrars. We would advise you to prepare your club fees prior to fee setup on the system. Fees: This refers to your individual Club/Association where applicable. This is Step 1 in the Registration Package setup process. Registration Package: Once you have created your Club Fee you will need to create a Registration Package. A package should include the following: Association Fee (where applicable), Member Federation Fee, Football Federation Australia s National Registration Fee. Deleting Fees You will have the ability to delete a fee up until such time as the fee is registered against in the system. Once a fee has been registered against in the system either through a player selfregistering or club registrar registering in the system, it cannot be deleted. If you would like to remove a fee once it has been registered against, you can change the Valid To date so the fee expires immediately and therefore cannot be selected. 15
Step 1: Select Fees and Packages option Step 2: Fees Home Page This is where your Fees and Registration Packages will appear once they have been created for the season. You can review and edit these packages at any time, however once these fees have been used to register a player you will not be able to edit the fee or Registration Package. Each season you will need to set your club fees up and create a package. You will have the ability to view fees from previous seasons by selecting the check box in the right hand corner. 16
Step 3: Create a new fee To create a new fee click on Add New and a window will popup. Complete fields below and click on Save once you have completed all the mandatory fields. Create a Registration Package Step 1: Select setup package from the Add Fee pop up page Step 2: Selecting fees available for selection The first table below will display the fees available for selection in the creation of your package. This will include all your Association Fees, Member Federation Fees, and the FFA s National Registration Fees. For example Junior and Senior Fees. The fees will be colour coded, and you will need to select one fee from each colour. 17
FFA- Yellow ; Member Federation- Blue ; District Association- Purple ; Zone/Association - Pink Step 3: Select the fee(s) appropriate to the age group you are creating the registration package for by ticking the box next to each fee. TIP - Normally you will need to select one FFA NRF, one State fee and one Zone/ Association fee. Your Federation and/or Zone/Association will provide you with a list of their fees for the season to guide you. Step 4: Click on the Add Selected Fee to Package button. You will see the Package Price at the bottom of the screen is automatically updated and the fees will now appear in the selected Table. TIP- If you have selected an incorrect fee, select the appropriate fee and click Remove Selected Fee from Package. TIP - If you forget to select a fee a message will pop up to warn you. Step 5: When you have selected all the fees to be included in the package click on the Save button and you will be returned to the list of fees. Setting up Add Ons An Add On is an additional item that a player can purchase at the time when they are registering for your Club which may be merchandise such as caps, bags, scarves and membership fees. Note: Add Ons are not included in registration packages. Note: Add Ons are not a mandatory purchase for players, they can choose whether to select the additional item in the self-registration workflow. 18
Step 1: Click on Fees and Packages Step 2: Click on Add New on the button right of screen Change FFA Classification to Add on Tick Make Available as Add on Item Step 3: Click on the Save button and you will be returned to the list of fees. Your Add ON item will appear on the list along with the fees and packages. 19
Setting up Terms & Conditions Terms & Conditions (T&Cs) can be setup by Clubs and must be accepted through the registration process either when self-registering or through registration by registrar. FFA has standard T&Cs that cover player registration set up in the system. Clubs can upload T&Cs that cover areas such as grading policy, acceptance of social club membership etc. Once T&Cs are accepted by a player they are locked and cannot be changed until such time as the Valid to Date expires. T&Cs are made available to Players based on their age either Youth (up to 18 years of age) or Senior (over 18 years of age). Tips and Considerations We advise that you develop your T&C s in Microsoft Word and then cut and paste into the T&C s which will be highlighted in the steps below. Once you have created your T&C s in the system, and this has been registered against you by a player, you will not be able to edit the content of the T&C s. You will be able to change the Valid To and Valid From dates at any time. Please note you will have to create T&C s for youth separate to the T&C s for seniors. This can be the same set of T&C s. Note: Any links or URL s you wish to enter in your T&C s will be clickable as hyperlinks when surrounded by the syntax << >> 20
Step 1: Select Terms and Conditions Step 2: Review the Terms and Conditions Home Page If your club has created T&C s in the system previously, they will appear in the table below. You will be able to use these T&C s again this season, however you will need to change the Valid From and Valid To dates in the T&C s. You cannot change the text. You can also create a new set of T&C s, these key steps are highlighted below. 21
Step 3: Click on the Add New button and complete the fields below Step 4: Reviewing your T&C s Your T&C s should now appear in the T&C s Homepage. Please review the T&C s and ensure they are correct. Please note you can come back into the system and edit the T&C s. However once they have been registered against in the system you will be unable to change the content, however you can change the Valid to and Valid From Dates. Click the Exit button, which is located at bottom of the page on the right. This will return you to the Club Homepage. Setting up Additional Questions Additional Questions can be used by Clubs to survey their players (or parents), coaches and volunteers at the time of registration. The Additional Questions function can create a large variety of questions to gather information from players during the registration process. As a club, you have the ability to make questions mandatory or optional. 22
Examples of Questions Include: Are you willing to work in the canteen during the season? Would you like to attend a referee s course? Are you available to be a coach or manager? Step 1: Select Additional Questions Step 2: Complete the below fields Click Create New Group Enter the Name and Description of the Group Click Save New Group Click Save Group Edits 23
Step 3: Create questions and assign to a group Click Available Questions Click Create New Question Create the question Enter question name and description Select Control Type Types of questions Drop down list a range of answers are available but only 1 can be selected Check - Box - List this allows for check boxes to be ticked 24
Text - This is a text field where respondents can enter a response or comment Select Mandatory/Non Mandatory Click Save and Assign Step 4: Assign the Group to a Role Once you ve clicked Save and Assign, the questions have become assigned to the group and will now appear in the Assigned Questions area. It is now time to assign this group of questions to a role. Click Assign Group to Roles You will be taken to the Assign Group to Roles screen. On the left hand side, select the type of role (player, coach, volunteer) Select whether this group applies to Adult/Youth/All. Select your club name from the organisation. Click the Arrow. Note: If you are doing this at an Association/Zone/MF level, select your own Association/Zone/MF from the Organisation column. This will make your questions flow down to all members within your hierarchy. Click Assign Questions 25
Your questionnaire has now been created. When players register with your club these questions should appear unless specifically assigned to a specific role. 26