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MyFootballClub Manual - Football Federation Victoria

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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
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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
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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 �Take Payments’, �Approve Registrations’ and �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 �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.
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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 �Primary Details’ and �Club Finder’ sections will be displayed on the public
�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 �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 �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.
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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 [email protected]
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 �Online Payment Gateway’ in the �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 �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 �Invoice Me’ option when an individual completes
self-registration, and only allow them to pay online.
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Football Federation Victoria - MyFootballClub Manual
OUR CONTACTS
It is important to ensure that your club’s �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
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2.
If required, fill in the required details for the individual and select Add Role. Please note: You will
need to click �Generate’ to create a new FFA ID Number if the individual is a �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 �Our Details’ page. You will now see the
individual in the �Our Contacts’ list.
b. If you click the Exit button, you will return to the �Main Menu’.
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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 �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 �Valid To’ field.
In the above screenshot, the Club Contact has no �Valid To’ date set, so they are considered to be a current
Club Contact.
In the below screenshot, the Club Contact has a �Valid To’ date of �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 �Valid To’ date.
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CLUB FINDER
The details entered in the Club Finder section are what will appear in the public �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 �Find a Club’ feature
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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
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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.
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LINK BETWEEN THE FEES IN MYFOOTBALLCLUB AND YOUR CLUB FINANCE SYSTEM
Once your club approves a player’s registration to make them �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.
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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 �Show All Season’ in the top-right
corner.
Select Add New to create a new fee
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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.
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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.
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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 �Show All Season’
in the top-right corner.
Select Add New to create a new Registration Package
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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
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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.
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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.
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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
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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
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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 �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 �Valid To’
and �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
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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.
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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 �Drop Down Boxes’, �Checklists’ or �Open Text Responses’.
Effectively, creating a questionnaire for your players is a three step process:
1.
2.
3.
Create a �Group’.
Create Questions and Assign them to the �Group’.
Assign the �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
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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.
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Example
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4.
5.
6.
Select Mandatory/Non Mandatory
Click Save and Assign
Assign a 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.
1.
Click Assign Group to Roles button located on the far right
2.
You will be taken to the �Assign Group to Roles’ screen. On the left hand side, select Player from the
list.
NB: If you would like to allocate a �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.
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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.
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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 �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
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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.
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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 �Player’
Select one of your Club’s age groups to only display players within that age group
Select from �Unspecified’, �Male’ or �Female’
The type of player – select from �Amateur’, �Professional’
The status of the player’s registration within the Club – select from �Active’,
�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 �Unspecified’, �Male’ or �Female’
To select one of your teams
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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
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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
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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 – �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.
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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 �Online Payment Gateway’ the Club is responsible for
refunding the Player.
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CANCELLED
A player will appear as “Cancelled” in MyFootballClub when –
Following an �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 �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 �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 �Inactive’.
If a player registered for your club is set as �Inactive’ for the current season and you have not received
correspondence as to why this is the case, please contact the FFV MyFootballClub department.
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APPROVING PLAYER SELF REGISTRATIONS
In order to make a player �Active’ in MyFootballClub, you need to approve their registration. You can approve
the registrations of players whose registration status is �Pending (Awaiting Payment)’ and �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 �Pending (Awaiting Payment)’. The number of players registered to your club whose status is
�Pending (Awaiting Payment)’ will be indicated by the number in the �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
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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 �Pending (Awaiting Approval)’. A prompt will ask you if you would like
to approve the registration now: if you select �Yes’ the player’s status will become �Active’ and your
club will be invoiced the FFA and FFV registration fees via the Club Finance System; if you select �No’
the player’s status will remain �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 �Pending (Awaiting Approval)’. A prompt will ask you if you would like to
approve their registrations now: if you select �Yes’ all of the players will become �Active’ and your club
will be invoiced the FFA and FFV registration fees via the Club Finance System; if you select �No’ all of
the players will remain �Pending (Awaiting Approval)’ and your club will not be invoiced
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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 �Pending
(Awaiting Approval)’. The number of players registered to your club whose status is �Pending (Awaiting
Approval)’ will be indicated by the number in the �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 �Active’, and your club will be invoiced their FFA and FFV registration fees
via the Club Finance System
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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 – �Pending (Awaiting Payment)’ and
�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.
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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
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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.
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CLUB ADMINISTRATION
SEARCH FACILITIES
SEARCH BY CLUB LIST
The �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 �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 �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.
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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 �Our
Contacts’ section of MyFootballClub for the club. Note that individuals
will not be displayed if their �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.
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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.
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RUNNING A REPORT
The �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).
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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 �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 [email protected]
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