Knowledgebase
Online Club Affiliation Renewals Process
Posted by Marney Shepherd on 03 January 2017 03:36 PM

How to get started with Online Club Affiliation Renewals

  1. Log into Gymnastics Online (www.gymnastics.org.au)
  2. Log into the Club Admin Portal (please see our Quick Reference Guide which is attached below)
  3. Click on the Affiliation button on the right hand side of the page
  4. Please read our training guide for more information (please see our Training presentation which is attached below)
  5. Please click on the information icons on each page if you require any technical or business process information.

My club's affiliation has been approved, how do I get our certificate?

  1. Log into Gymnastics Online (www.gymnastics.org.au)
  2. Log into the Club Admin Portal (please see our Quick Reference Guide which is attached below)
  3. Scroll to the bottom of the page to the header 'Print Certificate'.
  4. If your club's affiliation form has been approved you will see a link 'Click and enter Club ID to Print Certificate'.  There will be no link displayed in this area if your club's application has not been approved.
  5. A new page will appear.  Please enter your Club ID into the Club ID field.
  6. Click on the Refresh button
  7. A preview of the Affiliation Certificate will display. Please note that the preview is not what your downloaded Affiliation certificate will look like.
  8. To download your Club Affiliation Certificate click on the red PDF icon
  9. To retain a copy of your certificate, please save the PDF to your local directory. Please note that it can also be accessed via GOL at any stage by following the steps above.

I am a staff member who uses iMIS Desktop, how do I display the Club_Proj tab?

Please note the Club_Proj tab has superseded the Programs tab and should be referred to now when checking what Gymsports a Club offers.

To view the Club_Proj tab on your remote desktop, please follow these instructions:

  1. Open your Remote Desktop
  2. Open iMIS desktop
  3. Open the Customers tab
  4. Press Ctrl and T
  5. A pop up window will appear.
  6. Move Programs (UD) from Visible Detail tabs to Other available Detail tabs.
  7. Move Club_Prog (US) from Other available Detail tabs to Visible Detail tabs.
  8. Select Save.
  9. A message will appear. Select OK.
  10. Close iMIS desktop.
  11. Reopen iMIS desktop. Check this change has worked.
  12. For further support, please log a ticket with support.gymnastics.org.au

How to get in touch with us about suggestions for future improvements
Please let us know about how we can improve the Online Club Affiliation Renewals Process via completing this short survey.

Workarounds for Bugs

Section Bug Occurs Bug Description Workaround for Bug
Club Form> Step 8 | Review Uploaded Documents
Staff Site> Affiliation Dashboard> Review Form> Advise Approval Outcome
When you open a downloaded file in Excel, an error alert  appears 'The file format and extension of 'ResultsGrid_Export Data.xls' don't match.  The file could be corrupted or unsafe.  Unless you trust its souce, don't open it.  Do you want to open it anyway?' Select 'Yes' when you see this error message and the excel  file will open.  Please note that this file will be a html format so please resave as an excel file if you need to pivot table or use formulas.
Club Form> Step 1 | Club Information Any number can be entered into the ABN field and  it is not verified State associations will need to verify ABNs as part of their review.
Club Form> Step 1 | Club Information
Club Form> Step 2 | Venue Details
Club Form> Step 6-1 | Insurance Opt In
Club Form> Step 6-2 | Insurance Opt Out
When you select the upload button with no documentation attached you see a  red error message which is hard to interpret Attaching a document again and then selecting upload will clear the error message.
Club Form> Step 1 | Club Information
Club Form> Step 2 | Venue Details
Club Form> Step 6-1 | Insurance Opt In
Club Form> Step 6-2 | Insurance Opt Out
Club Form> Step 8 | Review Uploaded Documents
No way of removing Uploaded Files if you have accidentally uploaded the wrong file Please contact Gymnastics Australia Support for assistance.
Club Form> Step 2 | Venue Details Was able to add a second location with only the state State associations will need to check this data quality as part of their review.
Club Form> Step 3 | Club Personnel
Club Form> Step 4-1 | Club Members
Wasn't able to find anyone to add in my search. It seems like you need to have all the exact details to find someone or maybe the search isn't working Yes all exact details are required in the search.  If you cannot find the person you are looking for, then please use the text box.
Club Form> All Pages
Staff Site> Affiliation Dashboard> Review Form
Unable to click on tabs to be taken directly to the step Please use the previous and next buttons to navigate between steps.
Staff Site> Affiliation Dashboard> Review Form When reviewing an affiliation form in the Staff Site, the Finish button should navigate back to the Affiliation Renewals dashboard Please use the left hand side menu Membership>Affiliation Renewals
Staff Site> Affiliation Dashboard Not possible to change an approved application Please contact Gymnastics Australia Support for assistance.
Staff Site> Affiliation Dashboard Not possible to change a denied application Please contact Gymnastics Australia Support for assistance.
Staff Site> Affiliation Dashboard> Clubs without Applications In the staff site I am searching for a club, but have not had any search results. Please use the full name of the club for the search to work.
Club Form> Step 4-1 | Club Members No option available for club to add functional title (like in IMIS) for relationship i.e Manager.  Is a club is able to insert text to indiciate individual is club manager or similar? Please select ‘Manager’ as one of the choices in the relationship type, which is similar to adding the new MPIO – Informed.  Otherwise please make a note of this in the notes section.
Club Form> Step 1 | Club Information I need to edit our club's uniform colours, how can this be done? Please contact your State Association for assistance.
Club Form> Step 6-3  The "Previous" button does not go back past Step 6-3 This is because of the java script sending the user either 6-1 or 6-2 based on their insurance selection on Step 6.  Please use top tabs if you need to get to a page before Step 6-3.
Download Affiliation Certificate The preview screen of the certificate is not displaying properly. The downloaded PDF version of the certificate will display properly.  

Staff Site> Affiliation Dashboard> Review Form

Email with Affiliation Form PDF record attached

Club affiliation forms are being submitted without the declarations being checked and the club admin name not being defined in Step 7

This is due to the person completing the form not having their JavaScript and cookies enabled in their browser.

State Associations need to check submitted forms have declarations being checked and the club admin name defined in Step 7.  If they are not, can you please put the form back to an ‘In Progress’ status and ask the club to enable their JavaScript and cookies in their browser before resubmitting the form.

Email Notifications

Email Notifications are not being received

Please ensure that Org Admins and Club Admins have a valid email address listed in the iMIS Desktop field Customers>Mailing Tab> E-Mail.

If the email is not valid or missing, the notifications will not been received.

Staff Site> Affiliation Dashboard> Review Form

Cannot review the uploaded documents on Step 8.

Please review the uploaded documents via the Advise Approval Outcome link in Affiliation Renewals Dashboard.



Attachments 
 
 qrg logging into the club admin portal 1.0.docx (232.47 KB)
 online affiliation renewals process january 2017.pptx (2.76 MB)
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