ClubLANE Update Edition 12

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Rolf Walker
8 years ago
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1 ClubLANE Update Edition 12 Wednesday 23 rd September 2015 Welcome to the twelfth edition of the ClubLANE update. This edition of the ClubLANE Update focuses on new system features that have been recently implemented, as well as providing an update on new functionality that will become available later this month. MEMBERSHIP SYSTEM /16 MEMBERSHIP RENEWALS In recent months, Queensland, Victoria, and Northern Territory have all initiated their membership renewal process. October will see New South Wales/ACT, Tasmania, South Australia and Western Australia undertake their respective membership renewals. As membership renewal time is now getting closer for these states, we have been receiving many queries relating to the renewal of membership in ClubLANE. Membership renewal processes need to be in place so that clubs are able to take advantage of the efficiencies available by utilising the Online Membership Renewal capabilities that ClubLANE now provides. Time savings for committee officers come from the following: The automated collation of fees from the different levels of Swimming Administration (i.e. Club, Region, State and National). The correct application of discounts offered by each of these levels. The creation of invoices for all club members. Bulk ing of those invoices to members directly from the ClubLANE system. Membership fees, when paid online, are automatically apportioned to the relevant level negating the need for additional invoicing and accounting activities. Bulk payment reminder s (going only to unfinancial members) can be sent directly from the ClubLANE system as frequently as the Club Registrar feels necessary, without the need for extensive reconciliation or culling of lists. Club membership renewal can occur prior to the membership renewal date so long as the Club, Region and State all have their membership fees and discount groups set. This gives members the greatest possible opportunity to have their membership fees paid prior to the renewal anniversary and thus ensure their status remains financial. An added benefit is that this means that members can continue to use the Online Meet Entry system to enter swim meets uninterrupted.

2 Setting Up Club Membership Categories and Discount Packages For information on setting up membership categories see: us/articles/ How- do- I- setup- edit- my- membership- fees- in- ClubLANE- For information on setting discount packages see: us/articles/ How- to- set- up- membership- discounts- Setting Up Payer Groups To ensure family groups enjoy any discounts on offer, make sure they are set before renewal time. Discounts are only applied to fee- paying members of a payer group. A helpful hint is to sort your membership groups by address as this will often group members even if different surnames are used. For information on setting payer groups see: us/articles/ How- do- I- link- members- together- as- families- us/articles/ How- do- I- set- a- primary- member- in- a- family- group- Club Renewal Process For information on running a Club renewal please see: us/articles/ How- togenerate- a- renewal- transaction- for- all- members- at- the- beginning- of- the- State- s- registration- season Please Note: The renewal button should only be used once to renew a club into the new membership year. If it is pressed more than once, members will be billed for the subsequent (2016/17) membership year. If modifications are made to membership fees or discount packages after a club has been renewed then the recalculation button and not the renewal button should be used. A range of support material regarding the management of memberships via ClubLANE can be found at us/categories/ Membership.

3 FUTURE ACTIONS Rollout of the reporting features for States and Clubs We are now in the process of creating useful reports and making them available in the system. We are working to develop a suite of such reports that can be used to view important membership metrics. These reports will be available by clicking on a link in the reporting section of ClubLANE. Implementation of MyLANE MyLANE will provide a personalised view of a member s profile. The data attached to a member in ClubLANE will appear in a separate individualised portal that can be accessed across a range of platforms; e.g. mobile or tablet. The data is then presented dependant on what the member elects to view. For example, a swimmer can view their personal best for 50m Freestyle long course and track progress in this event over time. Results will be available as either a graph or table. This functionality has now been built and tested ready for deployment. Multi- Class classifications We have made significant progress regarding multi- class classifications and how they appear in the system. We are now at the point where these are being tested in anticipation of going live. Clubs will be able to view multi- class classification information pertaining to their members where applicable. Technical Official Database Details for the majority of Technical Officials now reside within the system and we will soon be at the point where all technical officials and their accreditations can be managed via ClubLANE. There will also be the ability for Technical Officials to nominate for meets and request accreditation points through MyLANE. Coach Database We are currently working to include information regarding coaches in ClubLANE. RESULTS CENTRAL As part of the MyLANE interface, we will have swimmers recent results and historical results viewable in a series of easy to interpret graphs and results tables. As soon as a swimmer records a time, they will be able to view it in MyLANE using their smart phone or other device. We are working to include various alerts that will notify swimmers to the fact that they have achieved a PB or qualified as a JX swimmer.

4 ONLINE MEET ENTRY (OME) OME is fully functional and we continue to encourage all Clubs, Regions and States to use this for meet registration and to set qualification rules. OME has now been well tested across events both large and small and provides a reliable mechanism for online entry into meets. OME is an easy and efficient means of managing your meets, as well as ensuring that entry fees are collected and reconciled accurately. CLUBLANE SUPPORT We now have a support ticketing system in place to assist us in handling the large volume of support requests we receive. If you have a support issue, please support@swimming.org.au By doing so you will receive a written response acknowledging receipt of your request and further communication during the resolution of the particular issue. As always, prior to raising a support request, please refer to to view a range of support material available online. DID YOU KNOW? You can now your club members, either singularly or in bulk, directly from the ClubLANE system. ClubLANE will allow this to occur wherever the member has a valid address recorded in the their member profile. Member addresses can be added to a basket which acts as an list. templates can be set up and retained in ClubLANE and the system will keep a record of the correspondence sent to members. PROJECT NEXT STEPS Finalise remaining system functional requirements by 30 th September National launch of MyLANE to members We are developing a series of online video training sessions on key support topics. Develop all State and Club membership reporting dashboard templates. Continue to address any issues raised from clubs and States to improve ClubLANE. Continue to provide training sessions to club committee members on a range of important topics. Finalise the Technical Official database. Finalise the Coach database.

5 CLUBLANE TIPS (BASED ON WHAT SUPPORT REQUESTS WE RECEIVE) How to set up membership discounts in ClubLANE. How to update club committee details in ClubLANE. CLUBLANE SUPPORT REQUESTS: any support questions or suggestions to: Go to the Online Support Portal for useful FAQs: Previous ClubLANE editions can be found: us/sections/ ClubLANE- Updates Wayne McClennan General Manager IT Swimming Australia Mark Anderson CEO Swimming Australia

Take Payment. This process allows a Club Registrar to review a Player s invoice, if required, and take a payment against an unpaid invoice.

Take Payment. This process allows a Club Registrar to review a Player s invoice, if required, and take a payment against an unpaid invoice. Overview Take Payment This is the section where you can update the payment status for an individual s registration. This is where a player can be found if they are Pending Awaiting Payment, which is the