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Managing a Club in the LMS (Flex)

Gymnastics Australia is very excited to announce with the release of the new gymnastics education hub, Flex. Club Administrators are now able to log in and manage members who have an active relationship with their Club.  In addition to thisTechnical Associate Members are now able to be linked to the club via a new Technical Associate Member relationship. 

Here is a training video to get you started - but if you would like to access detailed written processes, please scroll down the page: Here is some more detailed information to get you started to manage your Club in Flex: 

Accessing the new LMS, Flex
To access Flex, please click on the Go To LMS button which is available in the Club Admin Portal or in your My Account tab after you sign into Gymnastics Online.  A new tab on your browser will open for the etrainu LMS. 

How to access the Club Management area in  the new LMS, Flex
Once logged into Flexyou will be logged in as a participant in order to complete courses.   

However if you are already a Club Administrator for your Club you will also see a link to access your sub-organisation.   Please click on the blue button as displayed below to access the Flex admin area for your Club. 

How does a member get seen in Flex by my Club? 
You can see the list of members in your Club once in the Flex by: 

  1. Clicking on Participants in the top right hand corner of the screen  
  2. Then selecting Manage Participants from the drop down list 
  3. Clicking on search in the Manage Users screen.  

A member must have a current Club Personnel or Technical relationship with the Club.  This can be managed via your Club via the Club Personnel or Tech Member tabs in the Club Admin Portal.   We have also recently added a new relationship in the Tech Members tab for Technical Associate Members so Clubs can manage these members in Flex.  

In addition to this, the LMS New User Sign Up Form now has an option for a user to add a Club ID in order for your Club and Club Administrators to be notified that a new LMS Technical Associate Member would like to have a relationship with your Club.  If your Club would like to add this new Technical Associate Member, please add them as a Technical Associate Member relationship via the Club Admin Portal> Tech Members tab.  

To see a refreshed list of members in your Club, you can use the following functions in the etrainu club (sub-organisation) area: 

  • Sync Single User by MemberID 
    This function is useful if you would like to quickly see a member who you has a new relationship to your club in Flex.  Please enter a member’s ID and click on the submit button to use this function. 

  • Group Sync 
    This function is useful if you would like to refresh the entire relationships list of your Club.  Please click on the Sync button to initiate this.    

What type of things can I do in Flex for my Club?  

  1. Manage participants including assigning training 
  2. Create a group of participants  
  3. Assign training in bulk to a group 
  4. Purchase credit for my Club to use to pay for participant’s training 
  5. Run Reports 

How to  manage participants in Flex
To find participants who have current Club Personnel or Technical relationship with the Club, please: 

  1. Clicking on Participants in the top right hand corner of the screen  
  2. Then selecting Manage Participants from the drop down list 
  3. Clicking on search in the Manage Users screen.  
  4. A list of members who are connected to your club will be displayed. 
  5. Tasks you can do in this section are: 
    • View User Details
      Please click on blue hyperlink (eg. Imis.51618.Member’s ID) to the left of the member’s name to view the details registered for the member in Flex 
    • Purchase Credit
      Please click on this icon  to the right of the member’s name to purchase credit for your club which can be used on behalf of the member. 
    • Send Keys
      Please click on this icon to the right of the member’s name to assign training for the member.  You will be taken to the training catalog to select a course for the member.  Once a course is selected you will be taken to a payments screen if the course is not free.  If your club has a credit already, the amount for the course will be deducted from your club’s existing credit, otherwise you will be required to pay by credit card.  This training will then appear in the participant’s portal in My Training  
    • View Training
      Please click on this icon to the right of the member’s name to view the current status of training for a member. 
    • Training Plans
      Please click on this icon to the right of the member’s name to view the training plan for a member. 

How to create a group  of participants 
Clubs are able to create groups of participants for members who have a relationship to their club which is useful for reporting and assigning training in bulk.  To create a group please go to Participants> Grouping Participants> Add a New Group.  Once you have created a new group, please click on the green plus icon to add or remove users to your group. 

How to assign training in bulk 
A Club is able to assign training course for multiple members who are connected to the club via Training> Assign Training in Bulk.  Select the course that you wish to assign and you will see a pop up window to select who in your Club you wish to assign this training.  If the course has a cost involved, you will be taken to a payments screen.  If your club has a credit already, the amount for the course will be deducted from your club’s existing credit, otherwise you will be required to pay by credit card.  This training will then appear in the participant’s portal in My Training the next day after being assigned.

How to purchase credit for your club to pay for participant’s training  
Your club can elect to purchase a credit for your club to use to pay for training for Club Personnel, Technical Members and Technical Associate Members with an active relationship to your club.  To do this, please click on the Credit link in the top right hand corner.  Please note that only credit card payments are accepted. 

How do I find a receipt?  
Receipts will be sent out weekly on Sunday nights by etrainu to the email address associated with the club administrator who paid. 

How to run reports  
Club Administrators can run reports based on activities and members who have a relationship to the club via the Reports link in the top right hand corner of the screen. There are several reports available: 

  • Participant 
    Use for a detailed report on members connected with your club. 
  • Purchase – Credit 
    Use to keep track of credit purchased by your club. 
  • Purchase – Training Keys 
    Use to keep track of training keys purchased by your club for your members. 
  • Purchase – Bundles 
    Use to keep track of the training bundles purchased by your club for your members. 
  • Training Groups 
    Use to set up groups within your club for reporting purposes. 
  • Training Status 
    See the training status of members or groups of members in your club. 
  • User Log 
    Monitor when members in your club have logged onto etrainu. 
  • Event Enrolment 
    See which events members in your club have enrolled into. 

Useful tips to run reports: 

  • Information will not be updated on the report in real time.  You will need to wait overnight to see information updated on reports.
  • To run a report you need to use the filters and then select the search button.   
  • To sort, please click on the column header you want to sort by.  You can click the column again to reverse the order of the sort. 
  • At the bottom of the report, there are buttons to export the report to excel, csv or pdf. 

How  can I do training courses if I am in the Club (Sub-Organisation) area? 
You need to be in the participants area in order to access and complete training.  To get into this area from the Club (Sub-Organisation) area: 

  1. Click on the Home link in the top right hand corner of the screen. 
  2. Click on the blue button next to Participant as per the screenshot below. 

I need help what should I do?  
Here is a link to more information on etrainuThere are also a lot of great training videos available. If you need any further assistance, please contact us for assistance. 


Need more help?  Please contact us.

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  1. Marney Shepherd

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