IWUF ONLINE REGISTRATION MANAGEMENT SYSTEM USERS GUIDE

Transcription

1 IWUF ONLINE REGISTRATION MANAGEMENT SYSTEM USERS GUIDE

2 INTRODUCTION The IWUF Online Registration Management System has been created for use by all IWUF member federations when registering for IWUF championships, courses and other events. The aim of the system is to make the registration process for IWUF events clearer and more efficient in order to ensure that all required registration information is captured and submitted accurately and easily using a digital online medium. Log-In Screen 1. Logging-In a) First open your internet browser and go to the website URL at: b) In the Username and Password block please enter the username and password that your federation was supplied with by the IWUF. (Please note the username and password is case sensitive) c) In the Captcha block please enter the captcha exactly as you see it in the image next to the block. If you cannot see the image clearly, please press Get New Captcha to load a new image. 2. Change Default Password Once you have logged in, the system will automatically ask you to change your default password for a new one. This is for security reasons. Please take note that the new password you input will be the password your federation will use for all registrations done through the website from that point on. With that, it is crucial that you remember your new password and keep it stored in a secure location.

3 Password Change Screen 3. Adding New Participants Main Screen Once you have set a new password, you will be directed to the main screen as above. The first step is to Add New Participants. This creates participant ID s for each and every person in your delegation that will attend an IWUF event, including athletes, coaches, team leaders, judges, doctors, spectators etc. This process must be repeated for all members of your delegation as a first step before proceeding to the specific event s registration. This is done by clicking on the Add New Participant tab on the left panel. a) Once you have clicked on the Add New Participant tab you will be directed to the following screen.

4 Add New Participant 1 b) Input the required information in each field as accurately as possible. All fields are required to be fully completed. Where applicable, all information must match that which is present in the participant s passport. Move down the page completing each field. The last two fields on this page are Upload an ID Photo and Upload Passport Scan c) Uploading ID Photo: Each and every participant must submit an ID photo during the registration process. Please prepare a digital ID photo for each participant in your delegation and have it stored on the computer from which you will be submitting your team s registration. o The details related to the ID photo requirements are as follows: ID Photo Layout Dimensions: The image dimensions must be in a square aspect ratio (the height must be equal to the width). Minimum acceptable dimensions are 600 x 600 pixels. Maximum acceptable dimensions are 1200 x 1200 pixels. Colour: Photo must in in colour (RGB Mode) File Format: Image must be jpeg format File Size: The image must be less than or equal to 240kB (kilobytes). Photo Size: 5cm x 5cm (square) Resolution: Scanned at a resolution of 300 pixels per inch Details: The photographs must be clear, front view and full face; with a white plain background. Photographs must be in colour Dark glasses must not be worn unless required for medical reasons. Normal street attire, without a hat. The face should be entirely uncovered, including the ears. Photos that are grainy in appearance cannot be accepted

5 Click on the Choose File button and within the pop-up box that appears navigate to the location on your computer where the ID photo is stored, and select it. You will then see this photo displayed within the ID Photo block. d) Uploading a Passport Scan: Each and every participant must submit a passport scan during the registration process. Please prepare a digital passport scan for each participant in your delegation and have it stored on the computer from which you will be submitting your team s registration. o The details related to the passport scan requirements are as follows: Passport Scan Example Dimensions: The image dimensions must be in a rectangular aspect, and the scan must include BOTH pages of the passport in the personal information section (see image above). Acceptable dimensions are 1000 x 1400 pixels. Colour: Photo must in in colour (RGB Mode) File Format: Image must be jpeg format File Size: The image must be less than or equal to 2mb (megabytes). Resolution: Scanned at a resolution of 300 pixels per inch Details: The scan must be clear, and fully legible. Scan must be in colour Scans that are grainy or unclear/illegible in appearance cannot be accepted

6 Click on the Choose File button and within the pop-up box that appears navigate to the location on your computer where the passport scan is stored, and select it. You will then see the scan displayed within the Passport Scan. e) Once all of the above is completed, click Submit at the bottom of the page and that particular participants details will be saved. You will then be returned to the main page where you will see the submitted participant listed. Repeat the above process for each and every member of your delegation. You may modify or delete an individual participants details by clicking the respective button next to their names. Participant Added Successfully 4. Submitting Team Registration a) All IWUF Events that are open for registration are listed on the left panel of the page. Click on the respective event to begin the registration process. Please note that the event registration process must only be started once all the participant ID s for all the members of your delegation have been created. Once you submit an event registration, you will not be able to amend it or alter it any way. b) The page will open, with multiple tabs at the top for the various divisions and roles related to the specific competition. The first tab, Taolu Registration will be displayed in the main pane.

7 c) Work down through the page, clicking on each drop-down box related to each event and select the appropriate participant from the listed names that you would like to enter in each division. Be sure to also select the desired routine from the drop-down box next to each participant. If you have no participants for an event, simply leave the drop-down box stating NONE. At the bottom of the page click on SAVE. Once done click on the next tab at the top of the page (i.e. Sanda Registration) and continue to submit your registrations in the manner described above. Please note that the participant names listed by the system within each drop-down box will conform strictly to the competition regulations and requirements for each event (i.e. date of birth, sex etc.). d) Submitting Travel Info: When this tab is opened, you will be required to click on the Add button to submit each person within your delegation s travel details. Once done, click save, and repeat this process for each person within your delegation. e) Hospitality Booking: When this tab is opened, you will be required to click on the Add button to submit each person within your delegation s rooming requirements. Each time this process is done, it creates the rooming requirements for one room. o Should a participant require a single room, select Single from the Room Type drop down box and submit only a single persons details in the below area. o Should participants require a double room, select Double from the Room Type drop down box Room Type and submit the details of the two people that will stay in this room in the below area. o Note that the participants rooming arrangements will be made according to your input. With this, those participants entered in a room booking will be sharing a room at the competition itself. o Once done, click Save and repeat the above process for all the members in your delegation.

8 o The financial conditions are clearly stated and the total for your team will be determined by the booking you make in this area. Be sure that you enter each participant s arrival and departure date clearly to ensure that your federation is billed correctly. o Once you have submitted all your delegations hospitality registrations you will see an overview of the total number of rooms booked, and each participants charge for the duration of their stay, as well as the entire delegations total charge. Hospitality Overview f) Final Submission of Entry: When all tabs have been fully completed and saved, click on the Submit tab. Here you will see a basic overview of your registration details. Read the disclaimer clearly and click the I Agree block if all is in order (without agreeing your entry may not be submitted). The person completing and submitting the entry is required to input his/her details in the blocks below, clearly stating their designation as well as their address (see image below). Once done, click Submit and your team s final entry will be submitted. When your entry has been reviewed, a confirmation of submission will be sent to your federation. This needs to be printed and brought with your delegation to the event.

9 Final Submission Example 5. Support For any problems, queries or assistance please contact Byron Jacobs by at or You may also contact Justtool, whose details are listed on the registration website.