Athletics Victoria Schools Portal User Guide
Table of Contents Introduction... 3 2 Online Access... 4 2. Login... 4 2.2 Change Password... 5 3 Events... 7 3. Register for a Team Event... 7 3.2 Register Individual Students for an Event... 2 4 Students... 4 4. Add New Student... 4 4.2 Remove Students... 6 5 News... 7 6 School Profile... 8 7 Event Entries & Results... 20 8 Financials... 2 9. Support... 23 9. Support Tab... 23 9.2 Contacts... 24 Athletics Victoria Schools Portal User Manual 2 Copyright Athletics Victoria 207
Introduction Welcome to the Athletics Victoria (AV) Schools Portal User Guide. This User Guide has been produced to assist you in navigating through the AV Schools Portal by providing step-by-step instructions with picture aids. The Schools Portal allows schools to access their student athlete database via a secure online medium. The Portal will allow schools to: Stay connected with AV through up-to-date news items AV will use this medium to communicate relevant information about school events during the winter and summer seasons. View and edit school profile information keeping this information up to date will ensure effective communication from AV. View and export student athlete details via Excel and PDF formats. View and register school students for AV school events. This User Guide has been designed as a resource tool to ensure ease and efficiency of use. Athletics Victoria Schools Portal User Manual 3 Copyright Athletics Victoria 207
2 Online Access This section guides you through how to access the Schools Portal from the Athletics Victoria website. Each school will be emailed a USERNAME and PASSWORD when accessing the Portal for the first time. Once your school has completed its initial login we recommend you change your password to ensure total security (see section 2.2 on page 6). NB. Please ensure information regarding this Portal is passed on should the contact for your school change. 2. Login. Go to Athletics Victoria website http://www.athsvic.org.au/. 2. On the HOME page of the AV website click on MEMBERS PORTAL () located in the top right-hand corner of your screen where you will be directed to the LOGIN page. Athletics Victoria Schools Portal User Manual 4 Copyright Athletics Victoria 207
. On the LOGIN page type in your personal USERNAME () and PASSWORD (2) and click on SIGN IN (3). Both your individual and School Portal will then open in a new screen. 2 3 AV TIP: Remember to enable your COOKIES before logging in. 2.2 Change Password You can change your password at any time. There are no restrictions on the number of times you change your password.. To change the password, click on YOUR NAME () located in the top right-hand corner and then click on SERVICES &NEWS (2). 2 Athletics Victoria Schools Portal User Manual 5 Copyright Athletics Victoria 207
2. On the left-hand side of the page, navigate to the SECURITY MENU and select CHANGE PASSWORD (). 3. Once the CHANGE PASSWORD details appear on the right-hand side, populate the fields with NEW PASSWORD (), CONFIRM NEW PASSWORD (2) and select CHANGE PASSWORD (3). 3 2 Athletics Victoria Schools Portal User Manual 6 Copyright Athletics Victoria 207
3 Events The Events tab shows a list of all school competitions conducted by Athletics Victoria and will allow students or teams to be entered into these competitions. 3. Register for a Team Event. Once you are logged in you will initially be viewing your individual portal. From the top tool bar, select the EVENTS () tab. 2. Once you have located the event you wish to enter a team/s in, click on REGISTER AS SCHOOL (). You will be directed to the GROUP EVENT REGISTRATION page. Athletics Victoria Schools Portal User Manual 7 Copyright Athletics Victoria 207
3. Enter the NUMBER OF TEAMS () you wish to participate in each event. Select the appropriate AGE DIVISION (2) and select REGISTER (3). 2 3 4. To complete the team event registration, select the SHOPPING CART () in the top left-hand corner. Athletics Victoria Schools Portal User Manual 8 Copyright Athletics Victoria 207
5. Review the items that are in the SHOPPING CART, to proceed to payment, select CHECKOUT (). To remove an item from the cart, select (2). NOTE: You can return to the EVENTS tab and select multiple competitions to enter your students. Once you have finished registering your students for competitions, simply proceed to the SHOPPING CART to complete the payment. 6. To proceed with the EVENT REGISTRATION, select NEXT (). Athletics Victoria Schools Portal User Manual 9 Copyright Athletics Victoria 207
7. Once on the CHECKOUT page, you will be given the option to either REQUEST INVOICE () or PAY NOW (2). 2 8. If you choose REQUEST INVOICE an invoice will be sent to the email address listed in your school profile. All payments details are listed on the invoice. NB. Payment MUST be made within 7 days of the invoice being issued. Athletics Victoria Schools Portal User Manual 0 Copyright Athletics Victoria 207
9. If you select to PAY NOW you will be redirected to the SECUREPAY payment gateway. Please ensure you have cookies enabled. Confirm that the BILLING CONTACT () and BILLING ADDRESS (2) details are correct. 2 0. Enter your credit card or Mastercard/Visa debit card details, agree to the TERMS & CONDITIONS () and click NEXT (2). 2. Once payment is complete, the receipt details will be displayed. Athletics Victoria Schools Portal User Manual Copyright Athletics Victoria 207
3.2 Register Individual Students for an Event To register students for upcoming AV school events locate the appropriate event and select REGISTER AS (). This will give you the option to either enter as an Individual Member or a SCHOOL.. Once on the GROUP EVENT REGISTRATION page, from the MEMBER grid, select the STUDENT NAME () who you wish to register. Athletics Victoria Schools Portal User Manual 2 Copyright Athletics Victoria 207
The events which that athlete is eligible to compete in will appear in the EVENTS grid below. 2. Select the appropriate AGE DIVISION () of the athlete. Enter the SEASON S BEST (2) performance for the athlete in the following format :00.00 (if known). Select ADD TO CART (3). 2 3 3. A dialogue box will appear to prompt you to either GO TO CART or CONTINUE SHOPPING. Select the appropriate option. Repeat steps 3.2. to 3.2.3 until you have selected all the athletes you wish to register for each event. 4. To complete the event registration, select the SHOPPING CART () in the top lefthand corner. 5. Review the items that are in the SHOPPING CART, to proceed to payment, select CHECKOUT (). To remove an item from the cart, select (2). Repeat steps 3..6 to 3.. to complete payment. Athletics Victoria Schools Portal User Manual 3 Copyright Athletics Victoria 207
4 Students This section shows a list of your school s students that have a profile with AV. NB. Students who are AV members will also appear on this list. To access the list of students, select the SCHOOL NAME () from the top right-hand corner and select STUDENTS (2) from the drop-down list. 2 4. Add New Student The Portal gives you the ability to add and remove students from your list.. To add a student click on ADD NEW STUDENT (), the PERSONAL INFORMATION window will open. Athletics Victoria Schools Portal User Manual 4 Copyright Athletics Victoria 207
2. Once the PERSONAL INFORMATION window opens, complete all sections indicated with an *. Once you have finished click on SUMBIT (). NB. General information has been pre-populated with the school s generic details. If you wish to change these details for an individual student simply click in the box and update. Athletics Victoria Schools Portal User Manual 5 Copyright Athletics Victoria 207
4.2 Remove Students To remove a student from your list select the REMOVE STUDENTS (). to indicate the student and click on Athletics Victoria Schools Portal User Manual 6 Copyright Athletics Victoria 207
5 News This section of the Schools Portal allows AV to effectively and efficiently communicate important information with your school. The latest news will always be filtered first. The News section is the first tab of the Schools Portal; you MUST be logged into the Portal to be able to view news items. (See section 2. on page 4 for login information).. Once you are logged in you will be automatically directed to your individual SERVICES & NEWS () section of the portal. News items may include hyperlinks and/or attachments. You can click on attachments to view or click on hyperlinks to access webpages. NB: It is the responsibility of the school to check the NEWS section for relevant information relating to school events. Athletics Victoria Schools Portal User Manual 7 Copyright Athletics Victoria 207
6 School Profile To access the school profile, select the SCHOOL NAME () from the top right-hand corner and select PROFILE (2) from the drop-down list. 2 Athletics Victoria Schools Portal User Manual 8 Copyright Athletics Victoria 207
. This section shows your school s contact details. All of these fields are editable and can be changed by your school at any time. Any changes you make in the Schools Portal will also automatically update our operating system. Simply click SAVE PROFILE () located at the bottom of the page. NB: If your school contact changes, please contact AV to update. Athletics Victoria Schools Portal User Manual 9 Copyright Athletics Victoria 207
7 Event Entries & Results This section allows you to view members of your club who have current EVENT ENTRIES as well as their RESULTS after the conclusion of the event. To navigate to the EVENT ENTRIES & RESULTS section of the portal, select the SCHOOL NAME () followed by EVENT ENTRIES & RESULTS (2). 2. To view who/what events students have registered for select the EVENT NAME (), of the competition you wish to view. Athletics Victoria Schools Portal User Manual 20 Copyright Athletics Victoria 207
The names/teams, events and age divisions of the registered students will appear. 8 Financials This section allows you to view and download all invoices for the school. To navigate to the FINANCIALS section of the portal, select the SCHOOL NAME () followed by FINANCIALS (2). NB. Requested invoices will also show in this tab. 2 Athletics Victoria Schools Portal User Manual 2 Copyright Athletics Victoria 207
. To view an invoice, click on the INVOICE NUMBER (). 2. To download an invoice, select DOWNLOAD INVOICE (). Athletics Victoria Schools Portal User Manual 22 Copyright Athletics Victoria 207
9 Support Athletics Victoria can be contacted via the HELP & SUPPORT tab in the Schools Portal of via email and phone. 9. Support Tab This tab allows schools to communicate any issues associated with the Schools Portal directly to the AV team.. To send an email regarding the Schools Portal to AV click on HELP & SUPPORT (), the dialog box will open. 2. In HELP & SUPPORT you can choose a SUBJECT () from the drop-down menu and type a MESSAGE (2). One you have typed your message click on SUBMIT (3). 2 3 An email will be sent directly to AV and will be responded to as soon as possible. Athletics Victoria Schools Portal User Manual 23 Copyright Athletics Victoria 207
9.2 Contacts Please contact the following person should you require assistance with the Schools Portal that cannot be dealt with via the SUPPORT tab. Craig Wallis Competitions Manager Phone: 8646 4526 Email: craig.wallace@athsvic.org.au Luke Lehmann Competitions Coordinator Phone: 8646 452 Email: luke@athsvic.org.au Athletics Victoria Schools Portal User Manual 24 Copyright Athletics Victoria 207