Masters Swimming Australia is in the process of migrating its membership and meet entry system to a new platform, Swim Central, in partnership with Swimming Australia.

Swim Central is a membership and event entry system that is specifically designed to empower swimmers to participate in, and administrators & coaches to run, community swimming.

New 2022 memberships or renewals through the old platform, Gameday (formerly SportsTG), will close on September 31, 2022 and 2023 memberships will be available only through Swim Central from November 1, 2022.

This new platform utilises the Stripe internet payment system – Stripe makes moving money as simple, borderless, and programmable as the rest of the internet, and it processes hundreds of billions of dollars each year for small and large enterprises.

The Stripe payment platform is like a bank account and has been developed with similar requirements, including the need for certain identification(ID) to be provided and verified in the system prior to the payment of funds (for memberships or meet entry fees). Part of the verification requires all clubs to have an Australian Business Number (ABN).

FAQs

Club setup in Swim Central

Why use Stripe?

Masters Swimming Australia is migrating to Swim Central as its primary membership and events platform. We have listed below some recommended information to share with clubs who may have questions about Stripe in Australia, and the management of electronic ID documents that are required as part of the set up.

The documents below supplied by Stripe are the best place to explain the Stripe processes and security when you come across concerned merchants that are connecting to the Swim Central platform.

  • Stripe Docs – account activation 
    • Explains the high-level process of activating an account and the purpose of the process which is to ensure that Stripe meet their legal requirements (KYC) as a financial institution
    • There’s also, links to the PCI explainers & Service Agreements
  • Security at Stripe
    • Stripe holds the highest level of PCI compliance. They encrypt and securely store all sensitive information
  • Stripe Privacy Policy
    • Outlines the data Stripe collect and what they use it for
  • Stripe Docs – Required Verification 
    • Outlines information that Stripe collect with an interactive table based on business type which outlines the information they have to collect as a financial institution 

Requiring electronic ID documents as part of the setup.

The requirement to provide digital ID protects the clubs and is in line with payment processing regulations in Australia (i.e., prevents illegal money laundering.)

Stripe also has more information on their website regarding ID info: https://support.stripe.com/questions/managing-your-id-verification-information

How do we apply for an ABN for the club?

To be able to complete your Club Set-up in Swim Central Clubs are required to apply for an Australian Business Number (ABN) for Stripe and payment purposes.  An ABN is a unique 11 digit number that identifies your business to the government and community.  Below are steps to assist you with your application – they are suggestions – clubs are to answer correctly according to their individual setup.  You can call 139226 to talk to a support person or visit the Australian Business Register

Before you apply it is advisable to have the following information on hand.

  • Whether your club is Incorporated or Unincorporated
  • The tax file number (TFN) of any Associates – e.g. Office Bearers
  • Name of you Club that will be the full Club Name on application

As you go through the application please note there are Help Information pop-ups that you can access that may be of some assistance You just need to click on the           to open the pop-up Help Information relating to the field.

TO APPLY

Go to https://www.abr.gov.au/business-super-funds-charities/applying-abn
Click Apply for an ABN,

Click on the checkbox to Agree, Click ‘Next’

ABN ENTITLEMENT

·       Select Company, Partnership, Trust or other organisation.

·       For the next question: What type of organisation is the applicant?

Select either option below and follow steps underneath:

·       Other Incorporated Entity

·       Other Unincorporated Entity

·       Incorporated Association

·       Yes

·       Yes

·       Yes

·       Yes

·       Yes

·       Yes

·       Select: In the Form of a Business

·       Select: In the Form of a Business

·       Yes or no (see pg4 Help Info)

·       Yes or no (see pg4 Help Info)

·       Click ‘Next’

·       Click ‘Next’

You get to review the above information and print at this stage – Click ‘Next’

You can navigate back from the next step onwards if you need to review anything or you save and come back

APPLICATION DETAIL

  • Ever had an ABN? = No (unless your club has had one in the past – if your club has you need to list it in the box underneath this question)
  • Yes
  • No (if the entity does not have a Tax File Number)
  • No (if you are not applying for a Tax File Number)
  • Click ‘Next’

BUSINESS INFORMATION

Taxation information

  • A drop down menu for Additional Organisational description does not appear for Other Incorporated or Unincorporated Entity
  • No
  • Yes
  • Yes
  • You do not need to add anything unless you have a Tax Agent
  • Click ‘Next’

Applicant information

If you are IncorporatedIf you are Unincorporated
– enter your Clubs ACN here– List Full Club name
– List Full Club name Click ‘Next’– Click ‘Next’

Business activity details

  • Select date for when you want your Club’s ABN – defaults to the day of applying
  • Leave next date blank (ABN is required for longer than 3 months)
  • No
  • Describe your main business activity – Enter swimming club
  • Select Swimming club operation
  • No
  • Click ‘Next’

Main business location

  • Fill out all contact detail information including Business Address, Email address and Mobile or landline number
  • Click ‘Next’

Postal address details

  • Fill in the postal address

Contact details

  • Fill in Authorized Contact 1 information
    • Name
    • Phone number
    • Email address

ASSOCIATE DETAILS (Office Bearers of a Club)

  • Record all relevant Associate details by ‘adding’ each one – you will need:
    • name
    • date of birth
    • position
    • either their tax file number (TFN) OR residential address (has to be one or another)
    • please note that if the TFN is not provided for the Associate (Office Bearer) the application may be refused
    • the address needs to be verified by the system
  • Click Add after each one if adding more than one
  • Click ‘Next’

REASON FOR APPLICATION

  • State reason – receive payment for services is most applicable
  • No if an existing club
  • Yes if a new Club

DECLARATION

  • Sign declaration
  • Print Form

Swim Central payment software benefits and system information

The following Frequently Asked Questions (FAQs) document has been developed to assist club volunteers and members to understand the new requirements for using Stripe payment software for all payments within Swim Central.

Why is Swim Central using the Stripe payment software?

Swim Central will use the Stripe payment software and gateway for all electronic payments. This software is used around the world and handles billions of dollars every year. It uses the most powerful and flexible tools for internet commerce, with functionality developed to help club members with easy and secure payments.

The software has been developed with high security measures in place to protect your individual and organisation payments.

Do ABN details need to be added to Swim Central?

It is a requirement of the Stripe payment software that all entities add their ABN detail to Swim Central to receive payments. More information on applying for an ABN can be found on the Australian Taxation Office website here.

What additional details need to be added to Swim Central for payment?

  • BSB number
  • Bank account number
  • Entity contact (first name, surname and date of birth).

How do I set up the Stripe payment platform for payment?

The Stripe payment platform is like a bank account and has been developed with similar requirements, including the need for certain identification (ID) to be provided and verified by the system prior to the payment of funds. The types of ID in Australia that can be used for verification are:

  • Passport – if using the photo page, this is the only ID required (as one file)
  • Driver’s licence – both the front and back of the license are required to be uploaded to Swim Central (as two files)
  • Identity card – both the front and back of the licence are required to be uploaded to Swim Central (as two files).


How do I upload my ID documents to Swim Central?

ID documents, as JPEG or PNG files, are required to be uploaded to Swim Central via the My Documents library by the entity contact and this step cannot be completed by someone impersonating the entity contact. The ID that is uploaded needs to match the name of the entity contact, clearly display details, and is required to be uploaded in colour.

To ensure the image is readable and verified by Stripe, please ensure the ID is placed on a coloured background when taking a photo, ie coloured paper, desk, etc. If the ID is placed on a white background it may not be readable and verified. To link these document/s to the entity page, go to entity home and click the edit button under the contact section. Use the drop down menu to select the file/s uploaded to the entity contact’s My Documents section. Once you have linked these documents to your entity page they are then stored within the Stripe system and they can be immediately deleted from your My Documents folder and therefore will no longer be accessible or visible within Swim Central.

What happens if the documents are not suitable for verification by Stripe?

Stripe will notify the entity contact if the document/s provided are not suitable.

How long does documentation verification by Stripe take to occur?

This generally occurs within 24 hours.

How do I know my ID documents are secure?

When these documents and / or picture files are uploaded to Swim Central, as with all other documents in Swim Central, they are managed within a storage facility managed by Microsoft. More information on the security of this Microsoft facility can be found here.

What does Stripe do with the documents and / or picture files? Do they store these documents and how do I know they are secure?

These documents are stored within the Stripe platform, more information on Stripe’s privacy policy can be found here.

What happens when my ID expires?

Your State / Territory Swimming Association will contact you when new ID documents are required.

What happens when our entity contact changes?

The new entity contact is required to complete the same process, with ID verification.

When will payments be made to clubs?

The Stripe payment software also enables clubs to receive more direct and timely payments, without the need to wait for Swimming Australia to delay payments with a reconciliation process. Refunds will also occur in a timelier manner.

Who do I contact for additional Stripe payment gateway support?

Club entity contacts who are having difficulty with payments should contact their Branch/ Territory Masters Swimming Association.

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How do I update the club’s bank account details?

This help guide is for Club Administrators to update Club ABN number and bank account information ONLY.  To update all banking details to meet Stripe requirements, please see the help guide for ‘How to Edit Club Banking Details for Stripe’. 

1) Login to Swim Central > Select Administration > Enter your Family Pin (if required).

2) Should your club be missing information, a notification box will appear on the club dashboard.  Please update information where possible by selecting ‘Update your Business Entity’. 

3) Alternatively, to update the ABN or account information select Club Information on the club dashboard, Select Club Details and Edit for the General Details section. 

  • If you know your Club’s ABN, enter it accurately into the ABN* field.   
  • If you do NOT know your Club’s ABN, you can look it up with the ABR using Club name here

Verification of the ABN occurs when you tick the ‘Fetch Registered Name from ABR on Save’.

Please do not enter the Registered Name manually. Stripe will check the Club ABN against the ABR and then automatically populate the registered club name upon Save if the verification is successful.   

4) Use the navigation icons to finish updating address details or account details for your club.

*In the finances screen, please make sure to verify your BSB and Account numbers and check to make sure that the box ‘Registered for GST’ is correct for your club. 

Select Save 

 **Upon Save, if your verification is unsuccessful for your ABN, and you continue to see a pop-up error notification at the bottom of the page or if you have recently changed/updated your information with the ABR, please contact support@swimming.org.au for further assistance. 

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How to add or edit club Committee Positions

This help guide is for Club Administrators to update committee members and their roles within Swim Central. For a member to be added to a committee position, they first must be registered as a user with Swim Central.

1) Login to Swim Central > Select Administration > Enter your Family Pin (if required).

2) Select Club Information

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Remove a Member from a Position

3) To remove the member from the position, select ‘+’ icon of the member you wish to update

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4) Add an ‘end date’ and Save

Add a Member to a Position

5) To add an additional member to a position, select ‘Add’ for the appropriate position

6) Begin typing the name of the member to search.
If their name does not show confirm they are registered with Swim Central

7) Select the member then ‘Next’ and ‘Confirm’.

8) You have the option to input an end date otherwise Select ‘Save’.

9) This will add their name to the ‘Active’ list.

10) To reinstate an inactive member for the same position as previously held, select ‘Inactive’ from the dropdown box

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11) Locate the member’s name and select ‘+’ icon

12) Remove the End Date then save

 Add an Email for a Position

13) To add an email for the position select Edit and complete the position email field.
This can be the members’ email or a club email.

Add a New Committee Position

11) Select ‘Add Position’.

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12) Select position type (e.g., Club Administrator)

13) Add the position name (e.g., Club Night Coordinator)

14) Add an email. This can be a club email (optional). 

15) Select next and confirm the details then select ‘Save’

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 16) To view the Member’s details, select the ‘person’ icon.

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How to upload documents for club bank account verification

Step 1 – Upload Identity Verification Documents to your Personal Profile in Swim Central 

Certain identification (ID) is required to be provided by club admins to then be verified by Swim Central’s payment software (Stripe) as a security measure. This is in place to protect individual and organisation payments.

1. Valid ID Documents for Swim Central 

The following steps must be completed by the person named as the Account Contact in their own profile in Swim Central as steps cannot be completed by someone impersonating the Account Contact. 

The types of ID in Australia that can be used for verification are:   

  • Passport – if using the photo page, this is the only ID required (upload as Identity Document 1 only)  
  • Driver’s license – both the front and back of the license are required to be uploaded separately to Swim Central (Front of driver’s license as Identity Document 1 and back of driver’s license as Identity Document 2)  
  • Government Issued Identity card – both the front and back of the license are required to be uploaded separately to Swim Central (Front of identity card as Identity Document 1 and back of identity card as Identity Document 2).  

ID documents should be scanned as JPEG or PNG files, for upload to Swim Central. 

The ID that is uploaded: 

  • Must match the name of the Account Contact (Located under Club Information > Finances)
  • Must clearly display details and is required to be uploaded in color
  • Must be readable and for verification by Stripe (the ID be placed on a coloured background when taking a photo, (i.e., coloured paper, desk, etc.). If the ID is placed on a white background or scanned by a photocopier, it will not be readable and verified.) 
  • Must not be in PDF or HEIC (iPhone) file types.
  • Cannot be a digital license type (Stripe currently does not support this format)

 2. To upload the identity verification document(s), follow these steps: 

1) Login to Swim Central, select the padlock and enter your family PIN to unlock your profile (if you are part of a family group/or required to) 

2) From your personal dashboard, select Profiles > View Profile

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3) Open the Documents accordion and select ‘Upload’

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4) Complete the document upload

  • Document Category – Select Identification
  • Document Type – Select correct type (Driver’s License or Passport)
  • Select ‘File’ to upload your JPEG or PNG Identification file
  • Enter the ‘Reference Number’ such as the driver’s license or passport number
  • Enter the expiry date of the ID
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5) Select Upload and a pop-up screen will appear at the bottom displaying ‘Document Uploaded’.  If you do not see this notification, please try to upload the document again. 

6) Repeat to upload the back of your license or Government issued Identity Card


Step 2 – Linking your uploaded Identity Verification Documents to a Club Account in Swim Central  

The following steps must be completed by the person named as the Account Contact in their own profile in Swim Central as this step cannot be completed by someone impersonating the Account Contact. 

To link the uploaded document(s) to the Club account, the Account Contact must follow these steps: 

  • Leave their document library by selecting ‘Swim Central’ icon on the top left 
  • From their personal dashboard, select Administration
  • From the Club’s Administration dashboard select Club Information
  • Select Club Details tab
  • From the Finance accordion click ‘Edit’ 
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  • Under Account Contact, Identity Document 1 field use the drop-down menus to select
    Passport or Front of Driver’s License/Identity Card  
  • Identity Document 2 field use the drop-down menus to select
    Back of Driver’s License/Identity Card
  • Select Save 
    NB – The Date of birth and name on the ID documents must match the
    Account Contact Full Name and DOB in Swim Central
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  • Once all steps have been completed, Stripe will conduct the verification process, which can take up to 24 hours
  • Once you have uploaded these ID documents to the Club Account, they are then stored within the Stripe system.
  • After 48 hours the ID Documents can be deleted from your Documents library.
  • Once deleted, these ID documents will no longer be accessible or visible within Swim Central. 
  • If there is a problem with verification, Stripe will notify the Account Contact via Swim Central on the Administration Dashboard via Entity Account Warnings saying ‘Your business entity account is incomplete. Payments may be affected. Update your Business Entity to address these issues.
  • Select the notification to view the ‘Entity Account Warnings’ 

Example Below:

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Setting up memberships in Swim Central

How to create club membership “Products”

This Help Sheet is to assist a club to set-up your membership product(s) for 2023 in Swim Central, Masters Swimming Australia’s (MSA) new membership platform.

IMPORTANT INFORMATION:

NO MEMBERSHIP PRODUCTS ARE to be made available before the 1/11/2022 (1 November 2022)

  • This Help Sheet is to assist you with setting up your Clubs 2023 – 12 Month Swimmer – valid from the 1/11/2022 to the 31/12/2023
  • You CANNOT DELETE a Published product (you can delete in draft). MSA recommends saving it as a DRAFT so you can review it before you publish it.
  • Publishing a product makes it available for purchase in the Store from the Availability date. You do not need to manually make it available on the day. Club products can be published but are NOT to be made available until the 1/11/2022
  • If you have published it and find a mistake, you can remove it from the Store by removing the tick next to Show in Catalogue under the Availability tab in Extra Information.
    (See last page of this Help Sheet – page 8)
  • You can change the dates that this product is available to purchase from the Store after it has been published (you CANNOT change the dates it is valid for)
  • Club membership products are NOT to be created as a Component

TO CREATE A MEMBERSHIP PRODUCT FOR 2023

  1. Navigate to Admin Home and click on Products tab from the left hand menu or Create Product from the Quick Links tab
  2. The Products tab on the left hand menu takes you to the Products Dashboard below where you click on the Create Product tab and it takes you to the Select Membership page
  1. From the Quick Links it takes you to the Select Membership page
  2. The type of product you are setting up is a ‘Membership’ one (NB. ‘Other’ is to be used for Non-Membership products only)
  1. Select the product you wish to link to (2023 – 12 Month Swimmer) to create your Club membership product.


  2. When you click on the product the details of the product will list on the right-hand side, then select NEXT

  3. Now you enter your membership product details: * red asterisk are compulsory fields
  • * PRODUCT NAME: MSA suggests the following format for product names:
    • Year – Term of the membership(how long) membership type (swimmer)
    • For example; 2023 – 12 month Swimmer
  • PRODUCT SHORT NAME: this name appears on some reports
  • * DESCRIPTION: here you can describe what product it is (ie you may have more than one membership type – youth, regional, early bird) It is recommended you add your Club name in here in the first line (there are 1000 characters to use)
  • PRODUCT REPLACEMENT: We currently recommended not to use due to the migration on products. Please leave blank
  • REQUIREMENTS TO PURCHASE: only set if documents are required at purchase: MSA recommends not using this for 2023 memberships
  • DOCUMENTS TO ISSUE: only set if you wish to issue documents on purchase completion, MSA recommends not using this for 2023 memberships
  • AVAILABLE START AND END DATES: these are the dates you want members to be able to start purchasing this product and when you want to stop them for purchasing the product
    • Start date – the date that the product will be available for purchase in the Store, enter 1/11/2022 for the Availability Start Date (this can be edited)
    • Club products are NOT to be made available until the 1/11/2022
    • End date – the last date you want your product to be available for purchase
  • VALID DATES:  this is set by the National product and cannot be edited
  • MIN ELIGIBLE AND MAX AGE: This is where you can nominate the start age for the product (minimum age is 18 unless the product is for a specific age over 18 – ie 80+)
  • COMPONENT ONLY: Clubs DO NOT tick this – leave this blank
  • HIDE FROM REQUIREMENTS: leave unticked (for meet requirements)
  • Once you have reviewed the details, select NEXT
  1. Enter your club’s membership price ex GST under the Pricing details. The price will populate in the right-hand list inc GST and fees, and provide a total price.  Please note if your Club is registered for GST you will see a blue GST tab under the Pricing
  2. You cannot delete a Product. Save it as a Draft to review. You can do this now or go Next to review the product breakdown and you can Save it to Draft then.
  3. Once saved, if you want to go back and work on it, go to the Products Dashboard and change the Product status filter to Draft to locate the product
  1. Before publishing, check the details on the summary page. If you need to amend, click Edit Product to return. Select Publish when you’re ready to make the product Live in the Store
  2. To publish the product you can click the Publish button when viewing it in draft form (this will take you to the Availability tab) or you can click on the Extra information tab and click on Availability. When you tick the checkbox Publish and Finalise and Select Publish under the Availability Tab you will see a pop up telling you the product is about to be made available for purchase and can no longer be edited. If you are not sure you can cancel and it will stay in draft form. If you are ready you click Publish.

  3. When you are ready to Publish double check the date you have made this product Available from – this is the date that it will be available to purchase in the store. Your product will be Active Not Live until the availability date – 1/11/2022
    Your Club product is NOT TO BE MADE AVAILABLE BEFORE the 1/11/2022

  4. To view your product before the 1/11/2022 you need to click on the Product Dashboard and change the Product filter to Active Not Live.
  5. An Active Not Live product is not viewable in the Store and cannot be purchased
  6. You may choose to make this product available AFTER the 1/11/2022 NOT BEFORE but members will not be able to find this product in the Store until the available date
  7. You cannot delete a product but you can remove it from the store. This means that you are removing the product from showing in the Store. You do this by removing the tick next to Show in Catalogue under the Availability tab in Extra Information.
  8. This now makes the product Active Not Live and cannot be purchased

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Second Claim membership process

Members can join as many clubs as they like, including clubs in different states if desired. The main club shall be referred to as the member’s First Claim Club. All other clubs shall be referred to as the member’s Second Claim Club.

For a First Claim Club, the club member will pay the required Club, Branch and National components of the membership fee.  For any subsequent club memberships, the swimmer will pay only the club fee if all clubs are within the same Branch OR a club plus Branch fee if any clubs are in different Branches

The process of second claims will be managed by the National Office as per previous years. The MSA member retains the same member number, but they now have only one (1) profile with the first and second claim(s) membership products attached to their profile rather than multiple profiles and multiple logins. Please note MSA second claim process is different to Swimming Australia’s secondary membership.

2023 Second claim memberships will be processed from 1 January 2023

How it’s done in Swim Central:

  • Members fill in an updated JotForm noting whether this is a new second claim or renewing one.
  • National Office checks financial status of the swimmers first claim club.
  • With new second claimsan email will be sent to the Club for approval and once approved will be processed
  • With Renewing second claims they will be processed when received (within 5 days) and an email will be sent to the member. Members are asked to advise the Club they have renewed.
  • National Office will create a Second Claim product at the National level called
    2023 – Second Claim Member ($0 membership product).
  • National Office will create a Second Claim product at the Branch level called
    2023 – Second Claim Member ($0 membership product) as part of the bundle
  • A separate Second Claim product called 2023 – Second Claim Member with the Branch component will only be created when this is required
  • National Office will create a Second Claim product called 2023 – Second Claim Member ($0 membership product) at Club level
  • All the above products will be National Use Only and will be Active Not Live so as not to show in the Swim Central store.
  • The relevant Club Second Claim product will be applied as a purchase order to the member and if no fee is applicable it will be processed and member contacted
  • If a Branch fee is applicable the member is contacted and directed to login and pay the outstanding amount in their cart.
  • Club fees are not added to the Second claim bundle as per previous years procedures but this will be reviewed at the end of 2023

Members are informed that they now have only one login for their first and second claim profiles and to nominate to swim with either club at a meet they need to make the club they are wanting to swim for a primary club in the system before entering.

To do this the member needs to log into their profile and click on Memberships, they then click on the membership not set as primary

This opens up the membership product and they need to click on the Make Primary (green tab) and this will make this membership the Primary one.

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How to add Terms & Conditions for membership “Products”

Your club can include its own set of T&C’s that member must accept when purchasing a
product from your club.

1) Login to Swim Central > Select Administration > Enter your Family Pin (if required).

2) Select Club Information

3) Select Club Details and select Terms & Conditions ‘Edit’

4) Use the text box to include your Club Terms & Conditions & Click Save.

Members will now be required to accept these T&C’s upon purchasing a product from your
entity or when nominating for a meet hosted by your club.

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Reports in Swim Central

What is in the Reporting Dashboard?

This is a guide for club admin/organisations to be able to see a quick view of how their club is performing for the current month. The information is updated each day at 4am and will display tallies for the previous fully completed day. Below are some explanations on the different graphs located on a club’s Reporting Dashboard.

1) Login to Swim Central > Select Administration > Enter your Family Pin if required.

2) Select Reporting and you will see the following graphs on your club’s reporting dashboard for the current month. 

Total Revenue

  • Shows the top 3 revenue earning categories (Memberships, Events, Tickets, Merchandise, Development & Training, Insurance)
  • ‘Other’ is a rollup of any remaining categories
  • Percentage in heading is a comparison, current month vs this time previous calendar year. E.g., Oct 2021 vs Oct 2020 
  • If you have sales that generated no revenue such as $0.00 Memberships, the category will still show but it won’t have any data in it.
  • If you don’t have any sales for a given product type category it won’t be presented
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Members by Product

  • Top 4 products which create a relationship with the club and held by active members. Please hover over to see full product name.
  • Everything else is rolled up into ‘Other’
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Total Members – New vs Existing 

  • Indication of club membership, only active members are considered
    This does not include pending approval, pending payment, force expired or suspended memberships
  • New – Anybody who has bought a membership with your club in the last 6 months but has never held a membership with you previously.
  • Existing – Anybody who is outside of the above condition

Members by Age 

  • Club/Organisation members by age brackets (addition of Masters age groups is under development)
  • ‘Unknown’ includes no birth dates

Members by Gender

  • Currently available Gender Types
  • Unknown is any member that has not selected a gender in their profile

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