myATHLETICS Portal

Secretaries Portal Help

Our new portal has been redesigned to help clubs by reducing the amount of work required to administer a club, while a range of new features will add more value to the system.

Q.What if I have forgotten my Username?

A. You will be asked to provide your DOB, First Name and Last Name. If your details are unique, you will be prompted with your security question.

If you answer your security question correctly, you will be presented with your username. If not you will be asked to contact Membership Services.

Q. What if I have forgotten my Password?

A. You will be asked to provide your username or email address.

If found an email will be sent to the registered email address with information on how to reset your password.

Q. Where can I register to access this system?

A. You will need to be a Club Secretary registered within the England Athletics systems. If not please contact Membership Services.

Q. How can I add a member?

A. You can add a member by clicking "Add Member" on the left menu.

You will need to provide Title, First Name, Last Name and Date of Birth. The system will automatically check whether you can add that person as rules exist to protect the member from being duplicated.

You may use the address lookup to speed up address entry by entering a House Number and Post Code and clicking on "Find Address". If you wish to add the address manually, click "Cannot find Address".

Although Email Address and Phone Number are not essential, their inclusion will allow you to email the members from within your portal.

"Membership Type" allows you to select one of the various Memberships your club offers. New Membership Types can be added by clicking on "Settings" then "Add Membership Fee". See "How do I set up my clubs Membership Types?" for more information

In the "Athlete Registration" dropdown you will need to indicate whether you wish to register the member as a Competitive Athlete, Non Competitive Athlete or not an Athlete.

Any further roles a member may perform at your club can be added from "Volunteer Role(s)".

The Date of election is set to today's date, but can be changed as needed.

If you are adding an under 11 member you will be prompted to provide the name of a parent / guardian, their email address and confirmation of consent.

Once created, the system will show a "Success" message and present you with the registration number for the member.

Q. How can I pay England Athletics the club affiliation fee?

A. You can pay the club affiliation fee to England Athletics by clicking "Registration Payments" on the left menu.

Tick the "Pay Club Affiliation Fee" check box and the next time you click "Pay by Invoice" the fee will be added. If you have ticked the "Pay" check box next to any Athlete(s) these fees will also be added. See "How can I pay England Athletics the athlete registration fee?" for more information

Once generated you can "View" or "Print" an order.

Please do not send cash through the post. Cheques should be made payable to "England Athletics" and returned with this remittance advice to:

England Athletics Affiliation
Athletics House
Alexander Stadium
Walsall Road
Birmingham
West Midlands
B42 2BE

Please remember to write the Order Reference Number on the back of the cheque.

Q. How can I pay England Athletics the athlete registration fee?

A. You can pay an "Athletes" Registration Fee" to England Athletics by clicking "Registration Payments" on the left menu.

Tick the "Pay" check box next to the Athlete(s) you wish to register and the time you click "Pay by Invoice" the fee will be added. If you have ticked the "Pay Club Affiliation Fee" check box fee will also be added. See "How can I pay England Athletics the club affiliation fee?" for more information.

Once generated you can "View" or "Print" an order.

Please do not send cash through the post. Cheques should be made payable to "England Athletics" and returned with this remittance advice to:

England Athletics Affiliation
Athletics House
Alexander Stadium
Walsall Road
Birmingham
West Midlands
B42 2BE

Please remember to write the Order Reference Number on the back of the cheque.

Q. Where can I view my orders and Payments?

A. Your order and payment history can be accessed by clicking on "Order History" on the left menu.

You can search for an "Order" using the searc h tool. By default "Order History" is displayed with the most recent "Order" at the top. To change the order in which the "Order History" is displayed, click the "Date Generated" column heading.

You can "View" the details of any of your "Orders" as well as reprint a remittance.

If you have any problems with an order, please contact Membership Services

Q. Can I send emails to my club members?

A. You can send emails to club members with a valid email address from "All Members", "Athletes", "Coaches", "Officials" or "Volunteers" sections.

You can either click on the members email address or you can select multiple members by ticking the check box on the left side of each member. All members in a section can be selected or deselected by ticking the check box on the left side of the grey title bar.

You can send an email to selected members by clicking on "Options) (top right) and selecting "Email".

From the "Send Email" screen, you can see the number of people you will be sending the email to.

A copy of the email will be sent to the senders email address

Q. What can I change about my Club?

A. You can change your "Club Secretary" and "Membership Secretary" by clicking "Club Profile" on the left menu and clicking on the members name in the "My Club" section.

If you have two or more club or membership secretaries you will also have the option to "Resign" one of them.

You can set your "Primary Venue", "Training Times" and club website by clicking on edit next to that item.

"Contact Preferences" and "Census" can be updated by clicking on edit next to them

Q. Why does the Census update panel keep bothering me?

A. To enable England Athletics to monitor participation levels across the sport, and assist in our reporting to Sport England and UK Sport you are required to submit accurate census information regularly. The system registers when this is last updated and requires you to re-conform this at specific intervals.

Q. What if the Membership Summary info is incorrect?

A. It means that the system has not yet been given all the information about your "Athletes", "Coaches", "Officials" and "Volunteers". These numbers relate to the people you can see in each section and the "Membership Summary" found in "Club Profile"

Q. How do I find a member at my club?

A. Click on "All Members" on the left menu. Then type part of the members name in the search box and click the magnifying glass.

You will then be presented with individuals matching that information.

For a more specific search you can click on "Athletes", "Coaches", "Officials" or "Volunteers" from the menu.

Q. How do I update what a member does at my club?

A. Click on "All Members" on the left menu to show you all members we have registered in your club.

You can see what roles they have via the icons representing, "Athletes", "Coaches", "Officials" and "Volunteers".

You can change the roles a person has by clicking on the "Edit Member Role(s)" pencil on the right of the "Roles" column.

From here you can change your members Athlete Registration between "Competitive", "Non Competitive" or "Not an Athlete" and you can choose from a series of other roles.

Choosing other roles for the member will cause them to appear in the relevant section i.e. "Athletes", "Coaches", "Officials" or "Volunteers"

Q. How can I update a member's information and see more information about them?

A. You can see further information and update a members personal details including address, phone and email by clicking on the member and then selecting the relevant area from the left hand menu remembering to save any changes made.

Q. Why are Coaching, Officials and Volunteers separated into different sections?

A. Each of these sections allows you to administer people with these roles easily.

By enabling role specific filtering for each of these roles on "All members" would make it too difficult to use for many users.

More role specific information can be provided for people in specific groups. E.g. Qualifications and Licensed status for Coaches and Officials.

Q. How can I run reports? What reports are available to me?

A. A sample of reports will be available from 1/4/2014.

If you need any specific information in the mean time, please contact Membership Services who are here to assist you.

Q. How do I set up Membership Types for my club?

A. Click on Settings on the left menu.

Confirm if you club runs its membership annually from a specific date, e.g. Jan to Dec, or April to March.

Next click on Add Membership Fee

Type in the name of the first membership fee type, specify the price of the membership without including the � but you can include .00 e.g. 50.00 or 35.50

The tick box indicates if the fee paid to the club already includes the England Athletics Registration fee. This makes it easier to administer this part of forwarding on the fees to England Athletics.

Next hit Save.

The new Membership type now shows on the screen.

It is important to hit Save Changes at the bottom of the screen otherwise it does not save your changes.

The membership type will then appear in the dropdown on the Add Member screen.