MyFootballClub Manual First point of reference for the 2014 Season FFV MyFootballClub Team Metro Football Federation Victoria - MyFootballClub Manual TABLE OF CONTENTS MyFootballClub 2014 ....................................................................................................................................... 4 System Updates .............................................................................................................................................. 4 Season Set Up .................................................................................................................................................. 5 Updating the Club’s Details and Contact List (Mandatory) ................................................................................ 5 Primary Details ............................................................................................................................................... 5 Bank Details .................................................................................................................................................... 6 Our Contacts ................................................................................................................................................... 7 Club Finder .................................................................................................................................................... 10 Setting up Player Registration Packages (Mandatory) ..................................................................................... 11 Setting Up Age Groups.................................................................................................................................. 11 Setting Up Fees and Packages ...................................................................................................................... 12 Registration Discounts and Add Ons ............................................................................................................. 17 Setting up Coach and Volunteer Registration Packages (Mandatory) .............................................................. 21 Setting Up Age Groups.................................................................................................................................. 21 Setting Up Fees and Packages ...................................................................................................................... 21 Adding the Clubs Terms and Conditions (Mandatory) ..................................................................................... 23 Adding a Link to the Club Constitution on MyFootballClub .......................................................................... 24 Adding Additional Questions (Optional) ........................................................................................................... 25 Creating Player ID Cards – (Mandatory for Junior Teams) ............................................................................... 29 Registration Management ............................................................................................................................. 33 Player Eligibility ................................................................................................................................................. 33 Player Status Definitions in MFC....................................................................................................................... 34 Active ............................................................................................................................................................ 34 Pending (Awaiting Payment) ........................................................................................................................ 34 Pending (Awaiting Approval) ........................................................................................................................ 35 Declined ........................................................................................................................................................ 35 Cancelled....................................................................................................................................................... 36 Inactive ......................................................................................................................................................... 36 Approving Player Self Registrations .................................................................................................................. 37 Pending (Awaiting Payment) ........................................................................................................................ 37 Pending (Awaiting Approval) ........................................................................................................................ 39 Declining Player Self Registrations ................................................................................................................... 40 Cancelling a Player’s Registration ..................................................................................................................... 41 Player De-Registrations (voiding a player registration) ................................................................................ 42 Club Administration ....................................................................................................................................... 43 Search Facilities ................................................................................................................................................ 43 Search by Club List ........................................................................................................................................ 43 Search by Individual ...................................................................................................................................... 43 Prepared by the FFV MyFootballClub Team – January 2014 Page 2 of 47 Football Federation Victoria - MyFootballClub Manual Team Management .......................................................................................................................................... 43 Create/Edit Team .......................................................................................................................................... 43 Team Allocation ............................................................................................................................................ 43 Communicator .................................................................................................................................................. 43 Reports ............................................................................................................................................................. 43 List of Reports ............................................................................................................................................... 44 Running a Report .......................................................................................................................................... 46 Exporting a Report ........................................................................................................................................ 47 Contact Us ..................................................................................................................................................... 47 Prepared by the FFV MyFootballClub Team – January 2014 Page 3 of 47 Football Federation Victoria - MyFootballClub Manual MYFOOTBALLCLUB 2014 Welcome to MyFootballClub, Football Federation Australia’s (FFA) online registration management system. This guide has been prepared by the Football Federation Victoria (FFV) MyFootballClub department to serve as the first point of reference for club administrators using the MyFootballClub system. When you first login to MyFootballClub via Club Administration you will see the homepage, which is divided into 3 main sections. The options on the left are all in relation to “Season Set-Up”, and are where you can update club and contact details, set-up your club’s 2014 registration packages and create additional questions to collect extra information from your members as they complete online self-registration. The options in the middle are in relation to “2014 Registrations”, and are how you take payments, accept/decline registrations, and initiate or accept the cancellation of a registration. The top three options in this section – which previously allowed for the club administrator to initiate a registration on the behalf of a player – have been made unavailable for 2014 due to FFA’s mandate for compulsory self-registration. The options on the right are all in relation to “Club Administration” and how you manage your current registrations. You can use these functions to search among members registered for your club, allocate players to teams so you can create player ID cards, and view reports, statistics and contact details for all of your registered members. SYSTEM UPDATES Football Federation Australia (FFA) has made a number of improvements to MyFootballClub for 2014: A new communicator tool allows the club to send emails to all registered members and to track sent emails. The Club Finder will now display the Club Accreditation level, as well as allow the club to enter custom text that will display with the club details. The credit card surcharge for using the Online Payment Gateway has been reduced from 3% to 2.4%. There have also been a number of smaller changes made to improve the navigability of the system. The number of outstanding items in the вЂ�Take Payments’, вЂ�Approve Registrations’ and вЂ�Cancellations’ buttons is now for all football and user types, not just Outdoor Players. URLs entered in any Term & Conditions will now convert to hyperlinks, and unnecessary roles have been removed from the вЂ�Additional Questions’ section. Self-registration has also been improved by a number of smaller changes. Packages are now hidden by gender, phone number fields have been simplified and will now automatically tab between fields, suburbs and postcodes are now validated to improve data quality, and school details are now part of a user’s default details rather than a part of their registration. Prepared by the FFV MyFootballClub Team – January 2014 Page 4 of 47 Football Federation Victoria - MyFootballClub Manual SEASON SET UP Tips and Considerations We would advise clubs to nominate one individual to enter and maintain the club information collected in this section. The details entered in the вЂ�Primary Details’ and вЂ�Club Finder’ sections will be displayed on the public вЂ�Find a Club’ interactive map. It is important that these details are accurate, as this feature is a vital way to make your club known to potential new members. The individuals entered in the вЂ�Our Contacts’ section are who FFV will use as the first point of contact for your club. It is the club’s responsibility to ensure that these contacts are current and that a вЂ�valid to’ date is entered for anybody that subsequently leaves their position at the club. UPDATING THE CLUB’S DETAILS AND CONTACT LIST (MANDATORY) Select “Our Details” from the main menu. PRIMARY DETAILS 1. 2. 3. This section includes main contact information for the club, including your street address, mailing address, phone number(s), email, etc. Mandatory fields in this section are highlighted with *, however we would encourage you to complete all fields that are applicable to your club. The greyed out fields are updated and maintained by FFA. Prepared by the FFV MyFootballClub Team – January 2014 Page 5 of 47 Football Federation Victoria - MyFootballClub Manual BANK DETAILS This section includes your club’s main bank account and allows you to manage online payments. It is optional to include your club’s bank details; except in the instance your club is enabling online payments for players when they self-register. Clubs also have the ability to enter a message that will be displayed on the invoice for every player. This could include information about a registration date, or your Club EFT information to assist with the collection of registration fees. ONLINE PAYMENT GATEWAY Tips and Considerations To use the Online Payment Gateway, your organisation needs to have completed Football Federation Australia’s Online Payment Request Form. The form can be found on the FFA MyFootballClub website (www.myfootballclub.com.au) or by emailing the FFA MYFootballClub team at myfootballclub@footballaustralia.com.au. The gateway is set up by Football Federation Australia. The Online Payment Gateway is a facility available to clubs so that players can pay registration fees online, at the time of registration, using a credit card (VISA or Mastercard). The funds will be transferred directly into the club’s nominated bank account. Below is an explanation of the checkboxes under вЂ�Online Payment Gateway’ in the вЂ�Bank Details’ section: Enabled by FFA: Once FFA has enabled an Online Payment Gateway for your club, this checkbox will update automatically to be ticked. You are not able to change this option. Enable for Self-Registration: Ticking this checkbox will enable the Online Payment Gateway for players completing self-registration to your club. Your club also has the ability to disable this option at any time. Please note, if this option is not ticked, your players will not be given the option to pay online. Only able to be changed if вЂ�Enabled by FFA’ (above) has been ticked. Pass on Transaction Fee: Payments made via the Online Payment Gateway will incur a 2.4% transaction fee. Ticking this checkbox will add that 2.4% to the total fee charged to the player. Otherwise, the club will absorb the fee. Hide Invoice Me: Ticking this checkbox will hide the вЂ�Invoice Me’ option when an individual completes self-registration, and only allow them to pay online. Prepared by the FFV MyFootballClub Team – January 2014 Page 6 of 47 Football Federation Victoria - MyFootballClub Manual OUR CONTACTS It is important to ensure that your club’s вЂ�Our Contacts’ section is updated regularly. FFV’s database of club contacts is taken directly from the information that clubs have listed in MyFootballClub; if a club representative is not listed as a contact in MyFootballClub, then they may miss important correspondence from FFV. ADDING A CLUB CONTACT This section will enable you to enter your main Club Contacts. This, at a minimum, should include your President, Secretary and Treasurer. However, we would also advise you to include Club Registrars. 1. In order to create a Club Contact, click the Add New Individual button. You will be asked to perform a search to check whether the individual already exists in the system. a. If the individual exists on the system – you can select that individual. b. If the individual does not exist in the system – Click on the Add New Individual button Prepared by the FFV MyFootballClub Team – January 2014 Page 7 of 47 Football Federation Victoria - MyFootballClub Manual 2. If required, fill in the required details for the individual and select Add Role. Please note: You will need to click вЂ�Generate’ to create a new FFA ID Number if the individual is a вЂ�new individual’. 3. Enter the details for the role and click the Save button. The individual is now linked to your club as a Club Contact. a. By clicking the Save button you will return to the вЂ�Our Details’ page. You will now see the individual in the вЂ�Our Contacts’ list. b. If you click the Exit button, you will return to the вЂ�Main Menu’. Prepared by the FFV MyFootballClub Team – January 2014 Page 8 of 47 Football Federation Victoria - MyFootballClub Manual REMOVING A CLUB CONTACT Tips and Considerations Club Contacts are permanently stored as a record of their involvement with the club; they cannot be deleted or removed from the list, but you can edit their вЂ�Valid To’ date to expire their role. An individual is no longer considered a current Club Contact by the MyFootballClub system if the current date is after that set in the вЂ�Valid To’ field. In the above screenshot, the Club Contact has no вЂ�Valid To’ date set, so they are considered to be a current Club Contact. In the below screenshot, the Club Contact has a вЂ�Valid To’ date of вЂ�31/12/2012’. They will be considered a current Club Contact up until that date, at which point they will no longer be a current Club Contact. Simply press the Select button next to the Individual to edit their вЂ�Valid To’ date. Prepared by the FFV MyFootballClub Team – January 2014 Page 9 of 47 Football Federation Victoria - MyFootballClub Manual CLUB FINDER The details entered in the Club Finder section are what will appear in the public вЂ�Find a Club’ interactive map, which individuals can use to find a nearby club. On the left you can select what players your club caters to by gender and age category. This information, along with the club website and email address that you entered in the Primary Details section, will be displayed when somebody clicks on your club. On the right you can enter the geographic coordinates of your club. This will affect where your club appears on the map, and hence whether it appears when somebody searches for clubs in/near a certain postcode. Entered data feeds into the вЂ�Find a Club’ feature Prepared by the FFV MyFootballClub Team – January 2014 Page 10 of 47 Football Federation Victoria - MyFootballClub Manual SETTING UP PLAYER REGISTRATION PACKAGES (MANDATORY) SETTING UP AGE GROUPS Age groups are an important component within the system. They are used to determine which registration packages are available to a player when they register. Tips and Considerations Have your age groups planned prior to creating them on the system. If you set up age groups last year, you can use these to create packages this year. When you are setting up your age groups you should consider the age group structure of FFV. o SSF: 5 – 11 years old o Junior: 12 – 18 years old o Senior: 19 – 35 years old o Over 35s: 36+ Age groups will restrict which Registration Packages players can select when registering, but will not restrict you from allocating players to a team outside the player’s age group. Choose age group labels which will make sense to anybody else that may view them. Please consider whether you have players that are playing outside of their age group, either playing up or down. Remember that they won’t be able to register outside the age range set-up in the system – contact Football Federation Victoria for advice on managing these players. Avoid setting up an age group for every single team that you have; an age group can be shared between multiple registration packages. 1. 2. Select Age Group from the Main menu Age Group Home page a) Existing Clubs – Previous age groups will appear and new ones need not be created b) New Clubs – Create new age groups as per instruction below. Adding a New Age Group – 3. Click on Add New button and a window will popup Prepared by the FFV MyFootballClub Team – January 2014 Page 11 of 47 Football Federation Victoria - MyFootballClub Manual 4. Set up the following Age Groups (where applicable) Min Age 4 12 19 36 Max Age 11 18 35 99 Label Small Sided Football Junior Senior Over 35s Example Age groups determine the registration fee the player pays – NOT the team the player may be playing in. 16 year old boy is playing in the Under 21’s Senior Team – The player is still entitled to pay Junior FFA and FFV Fees due to his age. 5. Press Save. SETTING UP FEES AND PACKAGES After you have set your age groups up in the system, the next step is to set up your club fees for the season and package them together with the applicable age group. WHAT IS A REGISTRATION PACKAGE? A Registration Package is what players will register to when completing self-registration. It is comprised of Football Federation Australia’s National Registration Fee (NRF) component, a Football Federation Victoria Fee component, and a Club Fee component in addition to the appropriate age group. The sum of these fee components will determine the total cost of the Registration Package, and hence the total registration fee for the player. FFA NRF FFV Fees Club Fees Total Registration Fees Tips and Considerations Once you have established what your Club fees are 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 to make the self registration process as smooth as possible. Setting up a registration fee is a two-step process: o You set an initial fee for each age group; o You add the additional fees that need to be included - FFA’s NRF, FFV’s fee and any applicable Zone/Association fee for that age group. Prepared by the FFV MyFootballClub Team – January 2014 Page 12 of 47 Football Federation Victoria - MyFootballClub Manual LINK BETWEEN THE FEES IN MYFOOTBALLCLUB AND YOUR CLUB FINANCE SYSTEM Once your club approves a player’s registration to make them вЂ�Active’, the Club Finance System will automatically invoice the club the cost of the FFA and FFV fees that the player is registered against. Club sets up Registration Fees and Packages Player Self Registers to Registration Package •Eg. Junior Player Total $200.00 ($12.60 FFA Fee, $73.40 FFV Fee, $114.00Club Fee) •Current player status - Pending Awaiting Approval or Pending Awaiting Payment Club - Approves Registration to make player appear as "Active" Club Finance System raises an invoice to the Club for FFA and FFV player registration fees - total $86.00 •Player Appears on the "Players Pending " report via CFS Club pays outstanding invoice raised on Club Finance System •Player appears on "Eligible Player Report" via the Club Finance System If the “Registration Package” has not been set up correctly, FFV is unable to invoice your Club for the Player Registration fees and your players will be considered “Ineligible”. DELETING UNUSED REGISTRATION PACKAGES You can only delete fees that have not yet been used to register a player. Select Edit Fee and then click the Delete button within the fee. Once a fee has been registered against (i.e. a player has registered to that fee) in the system, it cannot be deleted. If you would like to remove a fee from being used you can change the Valid To date so the fee is expired, and therefore cannot be selected. Prepared by the FFV MyFootballClub Team – January 2014 Page 13 of 47 Football Federation Victoria - MyFootballClub Manual PREPARING TO CREATE A NEW REGISTRATION PACKAGE 1. Before you begin, work out what your Clubs fees will be using the below table to assist you: Use this table to calculate Total Club Fees per Player Type Player Type Small Sided Football (SSF) Age Group Senior Women - Amateur Senior Men Amateur 5-11 Years 12 – 18 Years 19 – 35 Years 19 – 35 Years Over 35s Player 36+ Junior A + FFA NRF B FFV Metro Fee + C = Total Fee per player Club Fee + + = + + = + + = + + = + + = Example If the total fee for a Small Sided Football Player totals $80.00 Small Sided Football (SSF) 5-11 Years $12.60 + $45.40 + $22.00 = $80.00 SETTING UP THE PLAYER REGISTRATION PACKAGES IN MFC 1. 2. 3. Select Fees and Packages from the main menu Fees Home Page a) This is where your 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 or delete the Registration Package. b) You will need to set up new Registration Packages every season. You can view packages from past seasons, should you need to refer to them, by ticking вЂ�Show All Season’ in the top-right corner. Select Add New to create a new fee Prepared by the FFV MyFootballClub Team – January 2014 Page 14 of 47 Football Federation Victoria - MyFootballClub Manual 4. Complete the fields using the below table as a guide – Mandatory Fields have been highlighted in red Field Description Fee Name Enter the name of the registration fee. Select the season for the fee. For FFV winter competitions this will be “2014 Outdoor”. The date from which this fee is available for sale. The date to which this fee is available for sale. The maximum number of this fee you wish to sell. Leave this blank if you do not wish for there to be a maximum. Select “Player”. Select “Registration”. Select “Outdoor” if the Registration Package is for FFV winter competition registrations. Please contact FFV if you are setting up a Registration Package for any registrations other than for the regular winter season (e.g. Summer programs, tournaments etc). This will normally be Amateur. Select the Age Group this fee is being sold to. You can select “Male”, “Female” or “Mixed”. Normally this is blank. Club Component of the Fee Price. Remember to include GST if appropriate. – Note: it is mandatory to disclose the Club Fees. TIP - This price does not include any other fees i.e. FFA/FFV/Association fees. Tick this box if your Club is not registered for GST with the Australian Taxation Office. Season Valid From Valid To Max Type Classification Football Type Player Status Age Group Gender Price (inc GST) GST Exempt Make Available As Add On Item Available to Online Self Registration Leave this un-ticked for registration fees. Tick this if the fee is to be available for players via self registration. *Note – For the below example, the Club Fee has been set to $22.00 to ensure the total registration fee for the player is equal to $80.00 5. By selecting Save from this screen, this will take you back to the Fees and Packages homepage. NB: You must disclose the full amount of the club price component. Sanctions will apply to clubs who charge additional registration fees to players beyond what is listed in MyFootballClub. Prepared by the FFV MyFootballClub Team – January 2014 Page 15 of 47 Football Federation Victoria - MyFootballClub Manual Now the Club Component of the fee has been created, the next step is to package it together with the FFA NRF and FFV Fees. From the Add Fee screen (screenshot above) select Setup Package From the Fees and Packages homepage select Edit Package 6. Select the applicable yellow FFA NRF Fee and blue FFV Metro Registration Fee using the Add Selected Fee To Package function. Label Small Sided Football Junior Senior Male Senior Women Over 35s Age Group 4-11 years old 12-18 years old 19-35 years old 19-35 years old 36+ years FFA Fee Name FFA Junior 2014 NRF FFA Junior 2014 NRF FFA Senior 2014 NRF FFA Senior 2014 NRF FFA Senior 2014 NRF FFV Fee Name FFV Metro Small Sided Football FFV Metro Junior FFV Metro Senior Men FFV Metro Senior Women FFV Metro Over 35s See highlighted areas to assist you in checking your package has been set up correctly. 7. 8. 9. 10. Select Save Your package is now complete Complete above process to create a package for all additional age groups Contact FFV MyFootballClub team to check your Fees & Packages have been set up correctly. Prepared by the FFV MyFootballClub Team – January 2014 Page 16 of 47 Football Federation Victoria - MyFootballClub Manual REGISTRATION DISCOUNTS AND ADD ONS An Add On is a type of non-registration Fee Package that can be used to sell additional items that a player can purchase at the time they are registering for your Club. These can be merchandise (caps, bags, scarves etc.), membership fees (social club etc.) or other items. They can also be used to apply a discount to a registration Fee Package. Add Ons appear during self-registration after the player has selected a Registration Package, and is not a mandatory purchase for players; they can choose whether to select the additional item during self registration or not. REGISTRATION DISCOUNT In some instances, Clubs may wish to set up a registration discount for a variety of reasons – additional players in a family, concession rates etc. This can be set up in two formats A separate Registration Package at a reduced price (follow above instructions and edit the Club price) A “negatively-priced” Add On, to subtract a specified amount from the Registration Package cost. Process for setting up a “negatively-priced” Add On: 1. 2. 3. Select Fees and Packages from the main menu Fees Home Page a) This is where your Registration Packages and Add Ons 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 Registration Package. b) You will need to set up new Registration Packages and Ad Ons every season. You can view packages from past seasons, should you need to refer to them, by ticking вЂ�Show All Season’ in the top-right corner. Select Add New to create a new Registration Package Prepared by the FFV MyFootballClub Team – January 2014 Page 17 of 47 Football Federation Victoria - MyFootballClub Manual 4. Complete the fields using the below table as a guide – Mandatory Fields have been highlighted in red. Field Description Fee Name Enter the name of the Add On fee. Select the season for the fee. Normally this will be “2013 Outdoor”. The date from which this discount is available. The date to which this discount is avaliable. Keep this blank. Select “Player”. Select “Add On”. Select “Outdoor”. This will normally be Amateur. Select the Age Group this discount is available for. You can select “Male”, “Female” or “Mixed”. Normally this is blank. Cost of the Add On. Set as a negative figure (e.g. “-30”) for the amount of the discount. Season Valid From Valid To Max Type Classification Football Type Player Status Age Group Gender Price (inc GST) Make Available As Add On Item Available to Online Self Registration 5. Tick this for Add Ons. Tick this if the fee is to be available for players via self registration. Select Save Prepared by the FFV MyFootballClub Team – January 2014 Page 18 of 47 Football Federation Victoria - MyFootballClub Manual Steps for the Player during Self Registration – 1. 2. 3. 4. Player follows self registration process to the Payment screen. Player selects Purchase additional items. Player ticks the relevant Add On and selects Update Order. Invoice will be updated to reflect reduced amount. Prepared by the FFV MyFootballClub Team – January 2014 Page 19 of 47 Football Federation Victoria - MyFootballClub Manual ADDITIONAL ITEMS Add Ons can also be used for the purchase of items in addition to a registration, which may include things such as: Merchandise Uniforms Social Club Fee To sell additional items as an Add-On, follow the above instructions for setting up a discount as an Add On, ensuring that the price is not a negative figure. Prepared by the FFV MyFootballClub Team – January 2014 Page 20 of 47 Football Federation Victoria - MyFootballClub Manual SETTING UP COACH AND VOLUNTEER REGISTRATION PACKAGES (MANDATORY) SETTING UP AGE GROUPS 1. 2. Select Age Group from the Main menu Age Group Home page a) Existing Clubs – Previous age groups will appear and new ones need not be created b) New Clubs – Create new age groups as per instruction below. Adding a New Age Group – 3. Click on Add New button and a window will popup 4. Select Save Min Age 18 18 Max Age 99 99 Label Coach Volunteers SETTING UP FEES AND PACKAGES 1. 2. 3. Select Fees and Packages from the main menu Fees Home Page a) This is where your 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 Registration Package. b) Each season you will need to set your Club fees up and create a package Select Add New to create a new fee Prepared by the FFV MyFootballClub Team – January 2014 Page 21 of 47 Football Federation Victoria - MyFootballClub Manual 4. Complete the fields using the below table as a guide – Mandatory Fields have been highlighted in red. Field Description Fee Name Coach or Volunteer Select the season for the fee. Normally this will be “2014 Outdoor”. The date from which this fee is available for sale. The date to which this fee is available for sale. Normally this is blank. Coach or Volunteer Select “Registration”. Select “Outdoor”. This will normally be Amateur. Select the Coach/Volunteer Age Group created earlier. You can select “Male”, “Female” or “Mixed”. Normally this is blank. $0.00. Season Valid From Valid To Max Type Classification Football Type Player Status Age Group Gender Price (inc GST) Make Available As Add On Item Available to Online Self Registration 5. Leave this un-ticked for registration fees. Tick this if the fee is to be available for players via self registration. Select Save There are no FFA NRF or FFV Registration Fees applicable for coaches or volunteers Prepared by the FFV MyFootballClub Team – January 2014 Page 22 of 47 Football Federation Victoria - MyFootballClub Manual ADDING THE CLUBS TERMS AND CONDITIONS (MANDATORY) Terms & Conditions (T&Cs) can be setup by Clubs and must be accepted through the registration process when an individual registers for the club. FFA and FFV both have standard T&Cs that cover player registration already in the system. Clubs can upload their own T&Cs that cover areas such as grading policy, acceptance of social club membership etc. Once T&Cs are accepted the first time by any player they are locked and cannot be changed except for the вЂ�Valid To’ date. 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 outside of MyFootballClub, then once you are done copy and paste them into the T&C’s section of MyFootballClub. Once you have created your T&C’s in the system, and this has been registered against you will not be able to edit the content of the T&Cs at a later date, but you will be able to change the вЂ�Valid To’ and вЂ�Valid From’ dates at any time. Please note you will have to create T&C’s for Youth and a separate T&C’s for Adults. This could be the same set of T&C’s. FFV SUGGESTED WORDING FOR TERMS AND CONDITIONS Upon completion of registration, the Player (or if the Player is under 18 years of age at the time of completing registration, the Player’s parent or legal guardian) agree/s: • the Player is a Member of the Club with which the Player is registered; and • in addition to compliance with those Laws, Statutes, Regulations, Constitutions and other matters set out in MyFootballClub terms and conditions, the Player agrees to be bound by and observe the Club’s Constitution (available at [insert Club website location]), By-Laws and Codes of Conduct (for the time being in force and applicable to the Player as a Member of the Club or a registered participant). STEPS TO SETTING UP TERMS AND CONDITIONS 1. 2. 3. Select Terms and Conditions from the main menu Terms and Conditions Homepage a) If your club has created T&C’s in the system previously, they will present in the table below. You will be able to use these Terms and Conditions again this season, however you will need to change the Valid To and Valid From dates in the T&C’s. You cannot change the text. b) If your club has never created T&C’s, you can also create a new set of T&C’s, these key steps are highlighted below Select Add New Prepared by the FFV MyFootballClub Team – January 2014 Page 23 of 47 Football Federation Victoria - MyFootballClub Manual 4. 5. 6. 7. 8. 9. Input the Title of your T&C’s Add the content in the field highlighted in RED below (or include FFV suggested wording above) Select correct Type and Role from the drop down box (See the table on the next page) Enter Valid From and Valid To dates Click the Save button ADDING A LINK TO THE CLUB CONSTITUTION ON MYFOOTBALLCLUB Follow the above steps to setting up Terms and Conditions on your MFC Account, ensure that your Constitution has been uploaded on your Club Website and include the URL in your Terms and Conditions to be compliant with your 2014 accreditation. Prepared by the FFV MyFootballClub Team – January 2014 Page 24 of 47 Football Federation Victoria - MyFootballClub Manual ADDING ADDITIONAL QUESTIONS (OPTIONAL) Additional Questions can be used by Clubs to obtain specific information that isn’t normally asked during the registration process from their players (or their parents) at the time of registration. Examples of possible questions include; Are you willing to work in the canteen during the season? Are you available to be a coach or manager? What is your shirt size? As a club, you have the ability to make questions mandatory (i.e. the player/parent must answer that question) or optional (i.e. they can answer if they wish). Questions can be вЂ�Drop Down Boxes’, вЂ�Checklists’ or вЂ�Open Text Responses’. Effectively, creating a questionnaire for your players is a three step process: 1. 2. 3. Create a вЂ�Group’. Create Questions and Assign them to the вЂ�Group’. Assign the вЂ�Group’ to a Role (i.e. Senior/Junior Player, Coach, Referee etc.) STEPS TO SETTING UP ADDITIONAL QUESTIONS 1. From the main menu, click on the Additional Questions button Create the Group: 1. Click Create New Group 2. Enter the Name and Description of the Group – e.g. Player Medical Questions 3. 4. Click Save New Group And then click Save Group Edits Prepared by the FFV MyFootballClub Team – January 2014 Page 25 of 47 Football Federation Victoria - MyFootballClub Manual Create Questions and Assign them to a Group 1. 2. Select Available Questions Click Create New Question 3. Type question, and select Control Type (see table below for assistance) Control Type Description Drop –Down Allows the selection of one single response from a pre-determined list of alternatives. Check Box List This will display a check-box which can either be ticked, or left un-ticked. Text This is a text field where respondents can enter a response or comment. Prepared by the FFV MyFootballClub Team – January 2014 Example Page 26 of 47 Football Federation Victoria - MyFootballClub Manual 4. 5. 6. Select Mandatory/Non Mandatory Click Save and Assign Assign a Group to a Role Once you’ve clicked вЂ�Save and Assign’, the questions have become assigned to the group and will now appear in the вЂ�Assigned Questions’ area. It is now time to assign this вЂ�group’ of questions to a role. 1. Click Assign Group to Roles button located on the far right 2. You will be taken to the вЂ�Assign Group to Roles’ screen. On the left hand side, select Player from the list. NB: If you would like to allocate a вЂ�group’ of questions to other roles such as Coach, Referee or Official, select this role from the list 3. 4. 5. Select whether this group applies to Adult/Youth/All. Select your club name from the organisation. Click the пѓ Arrow. Prepared by the FFV MyFootballClub Team – January 2014 Page 27 of 47 Football Federation Victoria - MyFootballClub Manual NB: If you are doing this at an Assoc/Zone/MF level, select your own Assoc/Zone/MF from the Organisation column. This will make your questions flow down to all members within your hierarchy. 6. Click Assign Questions Your questionnaire has now been created. Your questionnaire will appear as below for an individual user during self-registration. Prepared by the FFV MyFootballClub Team – January 2014 Page 28 of 47 Football Federation Victoria - MyFootballClub Manual CREATING PLAYER ID CARDS – (MANDATORY FOR JUNIOR TEAMS) Player ID Cards are required for all players in Junior (U12 – U18) competitions, and can be generated in MyFootballClub once the player has been registered to your club. You are also able to create teams and assign players to them; this allows you to generate Player ID Cards for players of a specific team, rather than for your whole club at once. Creating a Team (Optional) 1. Select Create/Edit Team from the main menu 2. Click on Create New Team 3. Enter the relevant information. NB: The вЂ�Age Group’ selection determines which players will be able to be selected by you for that team i.e. only those whose age falls between the minimum and maximum limits. There is no need to set up separate Age Groups for each individual team. 4. Select Save Prepared by the FFV MyFootballClub Team – January 2014 Page 29 of 47 Football Federation Victoria - MyFootballClub Manual Assign Players to Their Team (Optional) 1. Click on Team Allocation from the Main Menu. 2. Select the Team that you wish to allocate players to. 3. Filter the available players if you wish to do so. 4. Select the players you want to assign to the team by clicking on the tick box next to each of their names. 5. Use the пѓ to allocate player to team. Prepared by the FFV MyFootballClub Team – January 2014 Page 30 of 47 Football Federation Victoria - MyFootballClub Manual Note that the names of selected players are taken off the list of available players. Colours of Players The list of available players, depending on the filters you are using, is displayed with alternating white and grey backgrounds to make them easier to read. If a player is listed in with a yellow background they are already allocated to another team. Note that the system is designed to allow players to be assigned to multiple teams. Individual Filters Role Age Group Gender Player Status Registration Status Team Filters Age Group Gender Team Select the role to be assigned to a team – usually вЂ�Player’ Select one of your Club’s age groups to only display players within that age group Select from вЂ�Unspecified’, вЂ�Male’ or вЂ�Female’ The type of player – select from вЂ�Amateur’, вЂ�Professional’ The status of the player’s registration within the Club – select from вЂ�Active’, вЂ�Inactive’, Pending, Transferred, Pending (Awaiting Approval), Pending (Awaiting Payment), Pending (Waiting List) Select one of your Club’s age groups to only display Teams within that age group Select from вЂ�Unspecified’, вЂ�Male’ or вЂ�Female’ To select one of your teams Prepared by the FFV MyFootballClub Team – January 2014 Page 31 of 47 Football Federation Victoria - MyFootballClub Manual Generate Player ID Card 1. 2. Select Reports from MyFootballClub main menu. Select Registration Card – A4 Size. 3. Select your Club 4. Select the Teams that you have created, or select <Not Specified> to generate the report for all of your club’s players. Your Player ID Cards will now appear as a report, there will be 10 Player ID Cards per A4 Page Note: You can generate a Player ID Card for a specific player by entering their FFA ID Number Prepared by the FFV MyFootballClub Team – January 2014 Page 32 of 47 Football Federation Victoria - MyFootballClub Manual REGISTRATION MANAGEMENT PLAYER ELIGIBILITY Tips and Considerations Gain access to MyFootballClub and the Club Finance System as early as possible to give yourself time to set everything up and have it checked Do not make players “Active” in MyFootballClub until the player has paid your Club and you have received their registration fees Do not field players that have not been paid for via the Club Finance System Contact FFV to discuss any issues that you may be having, or if you are unsure whether a player is eligible Player Registers in MyFootballClub Club Registrar Accepts player in MFC following payment of fees to the Club Once the player is ACTIVE in MFC – the Club Finance System will issue the club an Invoice Club Treasurer will forward on the FFA and FFV fees to FFV via the Club Finance System Your Player will appear on the Club Finance System Report - 'Players - Eligible' Your player is eligible to play for your club Prepared by the FFV MyFootballClub Team – January 2014 Page 33 of 47 Football Federation Victoria - MyFootballClub Manual PLAYER STATUS DEFINITIONS IN MFC ACTIVE A player will appear as “Active” in MyFootballClub when The player has registered to the Club and the registration has been Approved by the Club An invoice will be raised at this point in the Club Finance System for the Club to pay the Players FFA and FFV Registration Fees – Fees are due immediately as they are considered Cash On Delivery (COD) The player may not at this stage be Eligible to play, ensure the player appears on the Club Finance System Reports – вЂ�Players – Eligible’ report PENDING (AWAITING PAYMENT) A player will appear as “Pending (Awaiting Payment)” in MyFootballClub when – The player has Self Registered to the club via MFC and has not made payment of the registration fees via an Online Payment Gateway. The player needs to contact the Club directly to make payment of player registration fees. At this stage, an invoice has NOT been generated via the Club Finance System, and the player is Ineligible to play. Prepared by the FFV MyFootballClub Team – January 2014 Page 34 of 47 Football Federation Victoria - MyFootballClub Manual PENDING (AWAITING APPROVAL) A player will appear as “Pending (Awaiting Approval)” in MyFootballClub when – The player has Self Registered to the Club via MFC and has made payment of the registration fees via an Online Payment Gateway. The player has Self Registered to the Club to appear as “Pending (Awaiting Payment)”, the player has made payment to the Club directly by alternate methods (cash, cheque etc) and the Club has manually updated the status to reflect this payment made, however has not approved the player to play. At this stage, an invoice has NOT been generated via the Club Finance System, and the player is Ineligible to play. DECLINED A player will appear as “Declined” in MyFootballClub when – The Club has not approved the player and selected “Reject”. The player has deleted their registration via their MyFootballClub Account, before the club has approved their registration. At this stage, an invoice has NOT been generated via the Club Finance System, and the player is Ineligible to play. If the player has paid the registration fees online via the вЂ�Online Payment Gateway’ the Club is responsible for refunding the Player. Prepared by the FFV MyFootballClub Team – January 2014 Page 35 of 47 Football Federation Victoria - MyFootballClub Manual CANCELLED A player will appear as “Cancelled” in MyFootballClub when – Following an вЂ�Active’ status, the Player/Club uses the “Deregister” function to cancel their current registration (See Image 13 & 14) At this stage, an invoice has been generated via the Club Finance System, and the player is Ineligible to play. Refunds for player registration fees are only applicable under the Registration Regulations Section 7 – Player De-Registrations. INACTIVE A player will appear as “Inactive” in MyFootballClub when – FFV detect an вЂ�Active’ player that is Ineligible to play. This could include the player requiring an International Transfer Certificate (ITC), having an outstanding debt with FFV, or any other issue that prevents them from being an eligible player. The player has registered against an incorrectly set-up Registration Package. The player’s status will be set to вЂ�Inactive’, and they will be required to re-register against a correct Registration Package. Only FFV and FFA staff members are able to set a player’s status to вЂ�Inactive’. If a player registered for your club is set as вЂ�Inactive’ for the current season and you have not received correspondence as to why this is the case, please contact the FFV MyFootballClub department. Prepared by the FFV MyFootballClub Team – January 2014 Page 36 of 47 Football Federation Victoria - MyFootballClub Manual APPROVING PLAYER SELF REGISTRATIONS In order to make a player вЂ�Active’ in MyFootballClub, you need to approve their registration. You can approve the registrations of players whose registration status is вЂ�Pending (Awaiting Payment)’ and вЂ�Pending (Awaiting Approval’. PENDING (AWAITING PAYMENT) When a player self-register for your club, and they do not use an Online Payment Gateway, their registration status will be вЂ�Pending (Awaiting Payment)’. The number of players registered to your club whose status is вЂ�Pending (Awaiting Payment)’ will be indicated by the number in the вЂ�Take Payments’ button on the main menu. In order to approve these players you: 1. Select Take Payments from the main menu 2. Select Run-->Unpaid Player List Prepared by the FFV MyFootballClub Team – January 2014 Page 37 of 47 Football Federation Victoria - MyFootballClub Manual From the Unpaid Player List you can choose to accept payments individually, or to accept them in bulk. To accept payments individually: 3a. Click the Select button next to the relevant player 4a. Select Take Payment 5a. Select Record Manual Payment in Full, and then Continue 6a. The player’s status will now be вЂ�Pending (Awaiting Approval)’. A prompt will ask you if you would like to approve the registration now: if you select вЂ�Yes’ the player’s status will become вЂ�Active’ and your club will be invoiced the FFA and FFV registration fees via the Club Finance System; if you select вЂ�No’ the player’s status will remain вЂ�Pending (Awaiting Approval)’ and your club will not be invoiced To accept payments in bulk: 3b. Select the check box to the left of each player that you want to accept payment from 4b. Select Bulk Payment 5b. Select Save 6b. All of the players will now be вЂ�Pending (Awaiting Approval)’. A prompt will ask you if you would like to approve their registrations now: if you select вЂ�Yes’ all of the players will become вЂ�Active’ and your club will be invoiced the FFA and FFV registration fees via the Club Finance System; if you select вЂ�No’ all of the players will remain вЂ�Pending (Awaiting Approval)’ and your club will not be invoiced Prepared by the FFV MyFootballClub Team – January 2014 Page 38 of 47 Football Federation Victoria - MyFootballClub Manual PENDING (AWAITING APPROVAL) When a player self-register for your club, and they pay during registration using an Online Payment Gateway or you accept their payment manually but do not approve them, their registration status will be вЂ�Pending (Awaiting Approval)’. The number of players registered to your club whose status is вЂ�Pending (Awaiting Approval)’ will be indicated by the number in the вЂ�Approve Registrations’ button on the main menu. In order to approve these players you: 1. Select Approve Registrations from the main menu 2. 3. Select the check box to the left of each player that you want to approve Select Approve Selected Registration(s) 4. 5. Select OK to the prompt that appears The player(s) will be set to вЂ�Active’, and your club will be invoiced their FFA and FFV registration fees via the Club Finance System Prepared by the FFV MyFootballClub Team – January 2014 Page 39 of 47 Football Federation Victoria - MyFootballClub Manual DECLINING PLAYER SELF REGISTRATIONS To decline the self registration of a player: 1. Select Approve Registrations from the main menu 2. 3. 4. Ensure that the list is filtered to show the relevant players – вЂ�Pending (Awaiting Payment)’ and вЂ�Pending (Awaiting Approval)’ players are listed separately Select the check box to the left of each player that you want to decline Select Reject Selected Registration(s) 5. Select OK to the prompt that appears. The player’s registration has now been declined NB: If the player had paid registration fees to your club, either manually or during self-registration using an Online Payment Gateway, then it is the club’s responsibility to arrange a refund. Prepared by the FFV MyFootballClub Team – January 2014 Page 40 of 47 Football Federation Victoria - MyFootballClub Manual CANCELLING A PLAYER’S REGISTRATION A cancellation of a Player’s registration can be requested by either the Club or the Player. When a cancellation of registration request is submitted online in MyFootballClub by either party, then the other party must also login to MyFootballClub to accept the request, otherwise they must wait seven (7) days before FFV will finalise the cancellation. CLUB-REQUESTED CANCELLATION OF REGISTRATION 1. 2. Select Search By Club List or Search By Individual from the main menu, and search for the Player whose registration you wish to cancel Press the Select button next to the relevant Player 3. Select DeRegister Player 4. 5. 6. Complete the subsequent pop-up window, and select Submit Player logs into their MyFootballClub account Player selects Acknowledge DeRegister and completes the subsequent pop-up window 7. FFV will complete the cancellation of registration during regular business hours Prepared by the FFV MyFootballClub Team – January 2014 Page 41 of 47 Football Federation Victoria - MyFootballClub Manual PLAYER-REQUESTED CANCELLATION OF REGISTRATION 1. 2. Player logs into their MyFootballClub account Player selects Deregister and completes the details of the subsequent pop-up window 3. 4. 5. The Club will automatically be sent an email notifying them of the request Club logs into their MyFootballClub account and selects Cancellations from the main menu Filter the list by the relevant fields 6. Select the Player from the list by checking the box next to their name, and then select Accept DeRegistration Request(s) 7. 8. Select Yes on the prompt that appears FFV will complete the cancellation of registration during regular business hours PLAYER DE-REGISTRATIONS (VOIDING A PLAYER REGISTRATION) A Club may, under certain circumstances, void the registration of an Active player and receive a refund of the registration fees paid by the club to FFV for that player (less an administration fee). Please refer to the FFV Registration Regulations for more details on how to submit a request. Tips and Considerations Apply for a player de-registration as soon as you become aware that it may be necessary – there is only a limited amount of time from when the player was registered that they are able to be deregistered. Prepared by the FFV MyFootballClub Team – January 2014 Page 42 of 47 Football Federation Victoria - MyFootballClub Manual CLUB ADMINISTRATION SEARCH FACILITIES SEARCH BY CLUB LIST The вЂ�Search By Club List’ function allows the user to view a list of all individuals that have registered to the club under any status (Active, Pending etc.). The user is able to apply filters to the list to only show individuals of a specified gender, registration status, role etc. SEARCH BY INDIVIDUAL The вЂ�Search By Individual’ function allows the user to search amongst all registrations for the club for a specific individual. You need to know either the FFA number or surname of the individual in order to search using this function. TEAM MANAGEMENT As the Teams created in MyFootballClub do not feed into Fox Sports Pulse (online competition management system) this feature only needs to be used to create Player ID cards, which is mandatory for junior players. For the avoidance of doubt use of these functions is not required to generate Player ID Cards, but can assist your administration of the cards and your players if you elect to use them. CREATE/EDIT TEAM The process for creating/editing a team in MyFootballClub is outlined on page 29. TEAM ALLOCATION The process for allocating players to a team in MyFootballClub is outlined on page 30. The process for generating Player ID cards for a team in MyFootballClub is outlined on page 32. COMMUNICATOR This tool allows you to send bulk emails from MyFootballClub to registered members or members that have been registered in the past. It also records sent items so you can track what communications have been sent. You can use the member’s role (i.e. player, coach, volunteer), registration status (i.e. Active, Pending etc) and the season that they were registered in to filter recipients, before entering and sending your communication. Note also that the system will automatically detect if more than one person has the same email address (e.g. siblings) and not send duplicated messages to them. REPORTS Reports retrieve and display the information stored in MyFootballClub, including details about your club, information gathered from players during registration, and the registration status of players registered to your club. The Reports section can be accessed by selecting вЂ�Reports’ from the main menu, and will open in a pop-up window (you may have to allow pop-ups in your web browser for this to work). In this section there are a number of different reports that you can access. Most reports can be filtered to display certain results, on top of which you are able to export them to Excel in order to further analyse/utilise the data. Prepared by the FFV MyFootballClub Team – January 2014 Page 43 of 47 Football Federation Victoria - MyFootballClub Manual LIST OF REPORTS The below table provides a brief explanation of what information each report displays, those reports that are most useful have been highlighted red: REGISTRATION REPORTS Report Function Additional Questions Displays the answers given to the additional questions asked during selfregistration. Club Representatives Displays the details of the individuals currently listed in the вЂ�Our Contacts’ section of MyFootballClub for the club. Note that individuals will not be displayed if their вЂ�Valid To’ date listed is prior to the current date. Fee Breakdown Provides a breakdown of the Registration Package and it’s components that the individual has registered against. Can be filtered to display the Add Ons that each player has purchased as well. New Players Displays the new players who have registered for the club and who have not registered before for the selected football type. Can be filtered to show if they are new to the club, or if they are a completely new player. Non Playing Roles Displays individual details of the selected non-playing role. Player by Team This report lists players by the team they have been allocated to. Player Grading This report shows a list of players and their previous Club/Team information. It is grouped by the age group of their current registration. Registered Player – Full Details This report provides comprehensive information for each player so it can be exported and subsequently analysed in another program (i.e. Excel) Registration Card – A4 Size This displays Registration Photo ID cards for the selected team(s). When exported to PDF, the output page uses A4 sized dimensions. Team List - Photos This displays active players assigned to selected teams. When exported to PDF, the output page uses A4 sized dimensions. Note that it is just a reference tool, and cannot substitute the match record. Unregistered Player Returns a list of players who were active in the previous season, but do not appear as registered under any status (Active, Pending (Awaiting Payment) etc.) in the current season. Prepared by the FFV MyFootballClub Team – January 2014 Page 44 of 47 Football Federation Victoria - MyFootballClub Manual SUMMARY REPORTS Report Function Club Registration Summary Provides a breakdown of the number or registered players in the current season by registration status. Player Participation Census Provides a breakdown of registration numbers by age group, gender and professional/amateur status. Player Registration Census Provides a breakdown of registration numbers by age group, gender and professional/amateur status. Registration Summary Provides a summary breakdown of club statistics for the current season. XEXPORT REPORTS These reports are used as data feeds for other systems (i.e. Competition Management), and are redundant for MyFootballClub club registrars. Prepared by the FFV MyFootballClub Team – January 2014 Page 45 of 47 Football Federation Victoria - MyFootballClub Manual RUNNING A REPORT The вЂ�Registered Player – Full Details’ report is the most comprehensive report, and can be used to (among other things) retrieve contact details for all players registered to your club. As it is one of the most useful reporting functions available in MyFootballClub, it will be used as an example on how to run a report and how to subsequently export that report to Excel for further analysis. 1. 2. Select Reports from the main menu. Expand the list of Registration Reports, by clicking the small triangle to the left of the heading. 3. 4. Select Registered Player – Full Details from the expanded list. Choose which filters you would like to apply to the report from the bar at the top. 5. Select View Report You can view the results by scrolling through the pages, or by exporting the report to view in another program (i.e. Excel). Prepared by the FFV MyFootballClub Team – January 2014 Page 46 of 47 Football Federation Victoria - MyFootballClub Manual EXPORTING A REPORT Once you have run a report, you can export the results for further analysis in another program. 1. 2. Run the report (by following the steps above). Click the Export button. 3. Select the format you would like to export it into. Note that the вЂ�CSV (comma delimited)’ option will export to Excel, but will not keep all of the formatting. If you are unfamiliar with using Excel, there are a number of resources available online to help you. The following is a self-paced online course covering some of the basics, which can alternatively be downloaded as a PowerPoint presentation: http://office.microsoft.com/en-au/excel-help/use-excel-tables-to-manage-information-RZ102252956.aspx CONTACT US If you have any questions or feedback concerning the information presented in this guide, please contact the FFV MyFootballClub Team on 9474 1800 (press 2) or via e-mail myfootballclub@footballfedvic.com.au Prepared by the FFV MyFootballClub Team – January 2014 Page 47 of 47
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