Tom Hunter Australian Football League

NAB AFL AUSKICK COORDINATOR PLAYHQ USER GUIDE

NAB AFL Auskick Coordinator PlayHQ User Guide 16 5. Setting up a Centre Registration Form All Auskick programs and Seasons are created at the national level with default settings that are

PDF PlayHQ Auskick Manual v2
NAB AFL AUSKICK COORDINATOR PLAYHQ USER GUIDE
Version 2, updated 12th March

Contents
About this guide 1. Logging in and accessing your database as an Auskick Coordinator.................................................. 2. My Organisation ­ Overview
Adding/Updating Details .................................................................................................................... Adding/Updating Contacts ................................................................................................................. Creating Vouchers .............................................................................................................................. Setting Up Online Payments............................................................................................................... 3. Merchandise ­ Creating Products ...................................................................................................... 4. Manage Season Settings..................................................................................................................... 5. Setting up a Centre Registration Form Set Registration Period ....................................................................................................................... Set Age Restrictions............................................................................................................................ Adding Registration fees .................................................................................................................... Adding Products ................................................................................................................................. Overview ­ Adding Pricing & Additional Information ........................................................................ Setting Registration Form visibility..................................................................................................... 6. Setting up Groups............................................................................................................................... 7. Online Registration How to Register an Auskick Participant ............................................................................................. How to redeem a voucher.................................................................................................................. How to redeem a Government voucher ............................................................................................ Payment options ................................................................................................................................ Confirmation email & tax invoice ....................................................................................................... 8. Participants Searching for a Participant ................................................................................................................. How to view Participant profile.......................................................................................................... How to Update a Participant Profile .................................................................................................. Manage Participants in Groups .......................................................................................................... 9. Reports ............................................................................................................................................... 10. How to contact Participants ............................................................................................................... 11. How to get Support ............................................................................................................................
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About this guide
Thank you for volunteering your time as an Auskick Coordinator. The parents, guardians and carers of our young footy players are the backbone of the Auskick community. The role of an Auskick Coordinator is key to everything that happens at a NAB AFL Auskick Centre ­ they make the whole experience tick. We recognize that you are no doubt already very busy and taking on this role is a passion project to support your child's experience in the program. To ensure your time and involvement in Auskick is as rewarding as possible, we have partnered with an online platform called PlayHQ, that will help you seamlessly administer the program. If you have a child participating in Auskick this year, you will already be familiar with PlayHQ from when you registered them as an Auskick participant. This is the same platform, and login, that you will use as an Auskick Coordinator. PlayHQ will be a key tool to complete many of the tasks for your Coordinator role, including:
 Maintaining your centre details  Enabling registrations  Tracking and managing registrations and participants  Creating merchandise products  Contacting participants This guide will help you complete these tasks. Remember there are other ways we can help you with any questions you may have during your time as an Auskick Coordinator. These include: · Auskick Coordinators Resources · AFL Stakeholder Services Team ­ aflauskick@afl.com.au · Join our NAB AFL Auskick Coordinators Facebook page to share ideas and interact with other
coordinators across the country We hope you have a great NAB AFL Auskick season and enjoy helping kids access and enjoy their first footy experience! Regards Sam Graham AFL Head of States & Game Development
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1. Logging in and accessing your database as an Auskick Coordinator
To login and access any database go to https://afl.playhq.com/ and enter the username & password you have registered.
When you have logged in you see the name of the centre you are `Using as' in the top left corner. If you are an admin for more than one centre you can click in the `Using as' area and it show you a list of the centres you have access to.
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2. My Organisation ­ Overview
In the left-hand column go to My Organisation then select Overview.
Adding/Updating Details
Click on the Details tab. Add your organisation's details. Click Update & Save at the bottom of the page.
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Adding/Updating Details (cont)
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Adding/Updating Details (cont)
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Adding/Updating Details (cont)
Adding/Updating Contacts
Click on the Contacts tab. Add one of more contact for your organisation. Click Update & Save at the bottom of the page. Please note this information is important as it appears on your organisation's PlayHQ registration page.
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Creating Vouchers
Vouchers are an exciting new feature in the PlayHQ platform which enable Auskick centres to provide a discount to their centre registration fees at the payment stage of the registration process. Click on the Vouchers tab. If you wish to add a Voucher click on Create a Voucher, complete the required fields, set Voucher can be applied at checkout to On and click on Create in the top right corner.
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Setting Up Online Payments
Click on the Payments tab, click on Submit Payment Details and complete the required fields
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Setting Up Online Payments (cont)
Select Photo Identification method, either Drivers License OR Passport and upload image(s), agree to the Terms and Conditions, and click on Submit button at the top of the page.
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3. Merchandise ­ Creating Products
This section is optional and is only required to be completed if your centre wishes to sell merchandise. In the left-hand column go to Merchandise, select Products, and click on Add Product.
On the Add Product page add the Product Name and Description, turn Product Active on or off, the default would be on but if the product becomes unavailable change to off.
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Upload an image of the product if you have one (not mandatory)
Select Product Single and add one value for the product
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Select Product Variations and add the variations with their value
Select Fulfilment Method ­ Pickup or Delivery ­ if Delivery is selected it will prompt the customer to add a shipping address in the registration process
Click the Save button at the top of the Create a new product page
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4. Manage Season Settings
All Auskick programs and seasons are created at the national level and the settings are passed down to the State, Region, Sub-region, and Auskick Centre levels. However at levels below the national level the Season Settings can be adjusted within the national settings but not outside the national settings i.e. if the start at the national level is 1st December this can be adjusted to 7th December, but not before 1st December. To adjust the Season Settings in the left hand column select Programs, select the Program, select the Season and click on Settings. Make the adjustments and click the Update & Save button.
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5. Setting up a Centre Registration Form
All Auskick programs and Seasons are created at the national level with default settings that are passed down to the State, Region, Sub-region, and Auskick Centre Levels. However it is important that relevant settings are updated with information specific to the Auskick centre. To setup a registration form in the left hand column select Programs, select the Program, select the Season, select Registration, and click on the Manage button in Participant to Season.
Set Registration Period
Select the start and end date.
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Set Age Restrictions
Select the Age From and Age To.
Adding Registration fees
If the Auskick centre has any fees above the state fee, add a centre fee.
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Adding Products
If the Auskick centre has created any products for purchase add them.
Overview ­ Adding Pricing & Additional Information
Add in the Pricing Information & Additional Information that is specific the centre. This is very important as it shows on the first page of the registration process.
Setting Registration Form visibility
The Registration Visibility is set to Visible to show the form on the public website.
Click on the Update & Save button at the top of the page. NAB AFL Auskick Coordinator PlayHQ User Guide
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6. Setting up Groups
Groups is an exciting new feature in the PlayHQ platform which enables a centre to create multiple groups within the same Auskick centre. To setup Groups in the left hand column select Programs, select the Program, select the Season, select Participants, select Groups and click on the Add Group button.
Add the name, select the day, add the Sessions, add the Start Date, add the Gender and add the Start & End times. This is very important as it show on the first page of the registration process.
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In Group Visibility select Visible if would like participants to be able to register to a Group or select Hidden if you would like participants to register with the centre and the centre coordinator can allocate participants to Groups manually.
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7. Online Registration
How to Register an Auskick Participant
Participants can be directed to the play.afl website to locate the centre they wish to register with.
When they find their centre there will be a link to the PlayHQ registration form. On the landing page it will show all of the information added in the registration form setup.
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If they have previously registered in PlayHQ (including registrations for other sporting codes) they can login to their Play HQ account or they can create a new account.
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When creating a new account there is a verification process.
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Choose the user they wish to register or select Register new family member or dependant
Choose the role ­ please note Volunteer will be added soon
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Complete the Participant Details and all field of the mandatory fields
Review the Fees, review the Privacy Policy and tick or leave unticked the communications box and review Terms and Conditions and tick the box.
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Select the items required for Auskick Pack and click the Update Order button
Select any other Products they wish to purchase and click the Update Order button
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How to redeem a voucher
On Payment & Summary page enter a Voucher code the centre has created and supplied to the customer and click the Apply button.
. This will reduce the total by the value of the voucher.
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How to redeem a Government voucher
If the centre has the Government Voucher option turned click in the Select voucher type, enter the voucher code and click on the Apply button. This reduce the total by the value of the government voucher.
Payment Options
Payment can be made via a credit/debit card or American Express. Add the relevant card details and the shipping address if required and click on Confirm purchase.
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Confirmation email & tax invoice
When the registration process is completed the system will advise they have successfully registered and give them the option to Go to their Profile or Register another participant.
They will receive confirmation and a tax invoice via email. Also, within 24-48 hours they will receive an AFL Auskick branded email from the AFL.
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8. Participants
Searching for a Participant
There are two option when searching participants in the database. Option 1 ­ to search for all participants across all Programs within the Auskick centre, in the left hand column select Participants and you can search via First name, Last name or Email.
Option 2 - to search for all participants with a Program within the Auskick centre, in the left hand column select Programs, select the Program, select the Season and select Participants.
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How to view a Participant profile
Use one of the options described the Searching for Participant section and select the View button for the participant you wish to view.
How to Update a Participant Profile
Administrators can only change the answers to the custom questions in the participant profile. In the participant profile click on the arrow and click on Edit. Please note more responsibility should be placed on participants to keep their profile information up to date.
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Manage Participants in Groups
To allocate or move participants in Groups, in the left hand column select programs, select the Program, select the Season, select Participants, select Groups and click the View button for a Group.
Click the + Allocate Participants button, tick the box for participant you wish to allocate and click on the Allocate Player button.
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9. Reports
The Reports section in PlayHQ is very user friendly with one click reports that download into CSV files. In the left hand column select Reports, in the screenshot below we have selected the Financial tab.
Enter the information required for the Report you wish to run and click the Export to CSV button. The Report will be generated and the CSV link will appear in the bottom left of the screen, click the file to open.
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10. How to contact Participants
Please refer to the NAB AFL Auskick Coordinator Communication Userguide.
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11. How to get Support
Auskick Coordinator Resources A one stop shop for all your Coordinator needs, visit our resource page for all your Auskick needs. This resource page includes all things from logos, marketing assets, support material that makes running your Auskick session easy and much more. The Coordinator resource page is every coordinators guide to running a great NAB AFL Auskick season.
AFL Customer Service team Our friendly staff are always here to assist all questions relating to Auskick. Please contact our Customer Service staff on aflauskick@afl.com.au who will respond and make your valuable role that much easier. The team are there to help your parents and participants as well, so for any questions that they may have on their registration or NAB AFL Auskick pack, leave it to our Customer Service team. Parents/Guardians can update any participant details at their leisure on their profile once logged in here.
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