User Manual Online Member Administration SAHGCA

8/19/2019 User Manual Online Member Administration SAHGCA

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User Manual – Online Member Administration, Copyright © 2015 SAHGCA. Page 1 of 21

User ManualOnline Member Administration


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Table of contents

Introduction _______________________________________________________________ 3

Member login ______________________________________________________________ 3

Request new password _______________________________________________________ 3

Member profile _____________________________________________________________ 5

Print membership certificate __________________________________________________ 6

Renew membership __________________________________________________________ 6

Payment history ____________________________________________________________ 7

Request branch transfer ______________________________________________________ 7

Change password ___________________________________________________________ 8

Personal information ________________________________________________________ 8 Debit order details __________________________________________________________ 9

Family members ___________________________________________________________ 10

Preferences _______________________________________________________________ 11

Hunting & shooting activity log _______________________________________________ 12

Dedicated statuses __________________________________________________________ 13

Letters of Good Standing (Section 16 Letters) ___________________________________ 14

Firearms _________________________________________________________________ 14

Endorsements _____________________________________________________________ 16

Training scores ____________________________________________________________ 16

Achievements & awards _____________________________________________________ 17

Shooting scores ____________________________________________________________ 17

Rankings _________________________________________________________________ 18

Member events and opportunities _____________________________________________ 20

Logout ___________________________________________________________________ 21


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Introduction

This user manual is intended for use with the Online Member Administration application athttps://secure.sahunters.co.za which SAHGCA offers as a service to paid-up members of theassociation.

Member login

A member can log in on the landing page (Figure 1).

To log in:

• Enter your SAGHCA member number and password in the fields provided on themember login panel.

• If this is the first time you are using the online application, enter your SAGHCAmember number in the password field as well.

• Press the ‘Login’ button.

Figure 1 – Member login panel

The application will authenticate you using the information you provided. If the applicationdetects that you do not have a password set, you will be re-directed to request a newpassword automatically.

If you have entered your password incorrectly a number of times since your last successfullogin, your profile will be locked and you will also be re-directed to request a new passwordautomatically.

If you are authenticated, you will be directed to your member profile page. Additional menuoptions will become available on the left and top of the page after a successful login.

Request new password

If this is the first time you are using the online application, or if you have forgotten yourpassword, you can request a new password, by clicking the ‘Request New Password’ link onthe login panel (Figure 1).


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The application may also automatically re-direct you to the Password Request page (Figure2) after a login attempt. In this case the reason for the re-direct will be displayed to you.

Figure 2 – Request new password page

To request a new password:

• Complete the CAPTCHA by entering all number and letters as you see them from leftto right and without spaces.

• Provide your member number in the field provided• Select whether you would like to receive your new password via e-mail or sms.• Depending on your selection above, provide your e-mail address or cell phone

number. Use the e-mail address or cell phone number currently used to receiveSAHGCA communication.

• Press the ‘Submit Request’ button.

If the information you provided correlates with the information on your SAHGCA profile, yournew password will be sent to you.

Contact Head office should you need to update your current cell phone number or e-mailaddress.


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Member profile

Your profile page provides a summary of important information and quick links in the form ofbuttons on the right hand side of the page (Figure 3). Some functionality (e.g. Requestbranch transfer) is only accessible via the quick link buttons on the profile page, while othersare also accessible via menu options on the left side of the page.

Figure 3 – Member profile page with quick links on the right and menu options on the left of the page.

Your current membership status, membership option, next renewal date and current branchare displayed in the SA Hunters Membership section of profile page. The renewal date willbe highlighted in orange two months prior to expiry of your membership and in red once yourmembership has expired.

If your membership has expired you will have access to the Renew Membership link button,but most other functionality will be unavailable until your membership status is restored.

If you have outstanding fees on record, a positive amount will be indicated under ‘Balance’,while a negative amount indicates that you have credit. When renewing you membershiponline, any amount indicated under balance will be taken into account during the feecalculation.

For quick verification, your essential contact information is displayed under the ContactInformation section. This can easily be updated by clicking on the ‘Update contact details’link button.

If you have obtained a Dedicated Hunter or Dedicated Sport Shooter status, a summary ofyour status as well as whether you have met the criteria for maintaining your status for theyear, will be displayed under the Dedicated Statuses section.


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Print membership certificate

You can print your membership certificate by selecting the ‘Print member certificate’ linkbutton on your profile page.

Depending on your local PC settings, you may be prompted by your browser to selectwhether you would like to open or save the document. The appearance of the prompt will bedependent on your choice of web browser (Figure 4).

Figure 4 – Example of being prompted to open or save a document in Internet Explorer 11

All documents and certificates on the system will download in PDF format. You will need aPDF viewer, such as Acrobat reader to view or print PDF files.

Renew membership

The ‘Renew membership’ link button is available on your profile page. You may renew yourown membership, or the membership of any family member linked to your profile.

To renew your membership, or the membership of a linked family member:

• Select the ‘Renew membership’ link button on your profile page.• Select the members for whom you wish to renew membership by clicking the

corresponding tick box under the ‘Pay for this member’ column in the table (Figure 5).• Select the ‘Proceed to Credit Card Payment’ button and review the payment

summary.• Provide your credit card information and press the ‘Process Payment’ button.

Figure 5 – Select the member(s) for whom you wish to renew membership

• If your service provider requires the added security provided by 3D secure and youare subscribed to this service, you will be prompted to proceed with 3D secureauthentication (Figure 6). Press ‘Continue’ to proceed with the transaction.


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Figure 6 – Member prompted to proceed with 3D secure authentication.

• If the transaction failed, you may try again, or press the ‘Cancel’ button to abort. If thetransaction were successful, you may press ‘Continue’ to return to your profile page.

Online renewals can currently only be done via credit card payment. No credit cardinformation will be stored by SAHGCA.

Payment history

You can view a history of any online payment made by yourself, by selecting the ‘PaymentHistory’ tab (Figure 7) which is available after the selecting the ‘Renew membership’ linkbutton on the profile page.

Figure 7 – Payment history tab

Request branch transfer

To request a transfer to a different SAHGCA branch:

• Select the ‘Request branch transfer’ link button on your profile page.• Select your new SAHGCA branch from the list of SAHGCA branches.• Press the ‘Submit Request’ button to send you request through to Head office forprocessing.

Note that you can only submit one branch transfer request at a time. The status of yourrequest will be indicated on the branch transfer request page (Figure 8). You will be notifiedvia SMS once your transfer request has been processed by Head office.

Figure 8 – Request is still pending after a branch transfer request was submitted.


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Change password

To change your online password:

• Select the ‘Change password’ button on your profile page.• Enter your current password in the field provided.• Enter your new password in the field provided (See password rules below).• Re-enter your password for confirmation in the second field provided.• Press the ‘Update’ button to apply the change.

Figure 9 – Change password page.

Note that your new password must conform to the following rules:

• Must be at least 6 characters long.• May not be the same as your member number.• May not be the same as your current password.

Personal information

You can access your personal information by selecting the ‘Update contact details’ linkbutton on your profile page or by selecting ‘Personal Information’ from the menu on the leftside of the page (This menu option is only available while logged in).

Ensure that you press the ‘Update’ button at the bottom of the Personal Information page tosave any changes you have made (Figure 10).


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Figure 10 – Update personal information

Debit order details

You can provide debit order details for automatic renewal of your yearly SA Huntersmembership.

To activate or cancel your debit order instruction:

• Select the ‘Update contact details’ link button on your profile page or select ‘PersonalInformation’ from the menu on the left side of the page (This menu option is onlyavailable while logged in).

• Select the ‘Debit Order Details’ tab by clicking on the corresponding tab heading onthe Personal Information Page.

• Mark/unmark the tick box authorizing SAHGCA to debit you membership fee once peryear (Figure11).

• If activating, enter your banking details.• Press the ‘Update’ button to apply your changes.


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Figure 11 – Debit order details tab selected by clicking on the ‘Debit Order Details’ tab heading.

Note that all banking information is encrypted when stored in our database to protect yourinformation.

Family members

You may link family members, who are also SAHGCA members to your online profile. Thiswill enable you to manage their yearly membership payments along with your own.

You can view family members linked to your profile by selecting the ‘Family Members’ tabheading on your Personal Information page.

The tab will display members linked to your profile in the top section and the member you arelinked to (in the case where you are the family member) in the bottom section (Figure 12).

Figure 12 – Family members linked to your profile are displayed on the ‘Family Members’ tab.

To add a family member to your profile:

• Click the ‘Request to Add Family Member’ button in the Family Members tab.• Provide the SAHGCA member number and SA Identity number of the family member

you wish to link to your profile (Figure 13). •

Press the ‘Submit Request’ button to send your request to Head office for approval.


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The status of your request will be visible on the Family Members page. It will switch from‘Pending’ to ‘Active’ once Head office processed your request.

Figure 13 – Link a new family member to your profile.

Contact Head office if you wish to cancel a family member linking.

Preferences

You can view or modify your profile preferences by selecting the ‘Preferences’ tab headingon your Personal Information page (Figure14).

Figure 14 – View or modify your preferences on the ‘Preferences’ tab.

You may choose between either ‘English’ or ‘Afrikaans’ as preferred language for SAHGCAcommunication. Where possible, e-mail and sms communication will be sent to you in thelanguage you have chosen.

The preference tab also indicates which edition of the SA Hunter magazine you have chosento receive (provided that your current membership option includes this benefit). There arecurrently two editions available; the mailed hard copy or an electronic version for reading onPC/tablet. Contact Head office if you wish to change your choice of magazine edition.

Lastly you can also select the categories for which you would like to receive communication.Select or de-select a category by clicking on a corresponding check box in the list. Note thatyou cannot unsubscribe from statutory communication.

Ensure that you press the ‘Update’ button at the bottom of the Preference tab to save anychanges made (Figure 14).


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Hunting & shooting activity log

You can view or modify your hunting and shooting activity log (Figure 15) by selecting the‘Hunting & Shooting Activity Log’ option from the menu on the left side of the page (Thisoption will only be available while you are logged in).

You can filter the data displayed in your log by selecting a specific activity type, and providinga date range. Press the ‘Search’ button to apply any filtering criteria you have set.

Note that a default a start date is pre-entered so that only activities logged within the past 2years will be displayed. You can view all activities by removing any filtering criteria (clearingthe date range fields) and pressing the ‘Search’ button.

By default, your most recent activities will be listed first. If you wish to view the list in adifferent order, uncheck the option 'Show most recent activities first' before pressing the'Search' button.

Figure 15 – Hunting & Shooting activity log with filtering criteria applied.

Hunting and shooting activities are used to measure a member’s compliance to maintainingDedicated Hunter and/or Dedicated Sport Shooter status.

The source of activities logged by you will be indicated as ‘Self’ and can be edited byselecting the ‘Modify’ link next to the relevant activity. When you attend official SA Huntersbranch activities, these activities may be automatically recorded into your log by the system(This is dependent on your branch’s submission of the attendance record to Head office). Inthese cases the source of the entry will indicate ‘System’. You will be able to modify theseactivities, but only partially.

You can export your activities by pressing the ‘Export Activities’ button. You will be promptedby your browser whether you would like to open or save the export file. Note that the searchfilter at the top of the page also applies to data exported.

You can also view or Print your activity log by pressing the ‘Print activities’ button. You will beprompted by your browser whether you would like to open or save the document.


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To log a new activity:

• Navigate to your hunting and shooting activity log (Figure 15) by selecting the‘Hunting & Shooting Activity Log’ option from the menu on the left side of the page(This option will only be available while you are logged in).

•

Press the ‘Log New Activity’ button at the bottom of the page.• Enter or select the date on which the activity occurred (Figure 16).• Select the type of activity from the options available.• Select the country and province in which the activity occurred.• Enter the location (e.g. name of farm, shooting range or meeting hall).• If you have loaded firearms on your profile (see ‘Firearms’) and the activity type you

selected involves firearms, you will be able to select which firearm(s) you used duringthe activity.

• If the activity type you selected involves hunting, you will also be able to select whichspecies you have hunted.

• Press the ‘Update’ button to submit your activity.

Figure 16 – When logging a new activity, a member can also specify which firearm was used, or which species was hunted.

Dedicated statuses

You can view and manage your Dedicated Hunter or Dedicated Sport Shooter status(es) byselecting the ‘Dedicated Statuses’ option from the menu on the left side of the page (Thisoption will only be available while you are logged in).

A summary of any dedicated status you have obtained will be displayed in the top section ofthe page. In the bottom section of the page a measure of your compliance to maintain eachstatus will be displayed per active year (Figure 17).

You can view or print your Dedicated Status Certificate by selecting the ‘View/Print’ link nextto the relevant dedicated status. You will be prompted by your browser whether you wouldlike to open or save the document.


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Figure 17 – Dedicated Statuses and compliance history.

Letters of Good Standing (Section 16 Letters)

You can view or print a Letter of Good Standing (Section 16 Letter) issued to you by Headoffice by selecting the ‘Letters of Good Standing’ tab on the Dedicated Statuses page.

View or Print a letter by selecting the ‘View/Print’ link next to the corresponding letter. Youwill be prompted by your browser whether you would like to open or save the document.

Figure 18 – Letters of Good Standing tab contains letters issued to you by Head office.

Firearms

You can view or record your firearm information by selecting the ‘Firearms & Endorsements’option from the menu on the left side of the page (This option will only be available while youare logged in).


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A list of your firearms on record will be displayed (Figure 19). All recorded firearm informationis encrypted in our database.

Firearm information will automatically be updated by Head office, if referred to in a requestfor endorsement. You may also add all your existing firearms to this list in order to log theirusage while entering hunting or shooting activities in your activity log.

You can modify an existing firearm entry by selecting the ‘Modify’ link next to the relevantfirearm, but note that you will not be able to modify a firearm’s information while a firearm isreferred to in an active endorsement. When modifying a firearm, you may also select todelete a firearm on update. When pressing the ‘Update’ button in this case, the firearm willbe removed, instead of updated.

You can export your firearms by pressing the ‘Export firearms’ button. You will be promptedby your browser whether you would like to open or save the export file.

Figure 19 – Firearm information can be added or modified.

To add a new firearm:

• Navigate to the Firearms tab by selecting the ‘Firearms & Endorsements’ option fromthe menu on the left side of the page (This option will only be available while you arelogged in).

• Press the ‘Add Firearm’ button.• Select the type of firearm. The page will reload to provide action and calibre options

based on your selection.• Select the action, calibre and manufacturer of your firearm. If your firearm’s

manufacturer or calibre is not in the list, a link has been provided for you to e-mail theadministrator and request that the option be added.

• Enter the firearm serial number in the field provided. This is only required if you intend

to apply for an endorsement for this firearm.• Enter the licence expiry date in the field provided. This field is currently optional.• Press the ‘Update’ button to add your new firearm entry. The firearm information will

be encrypted on storage to protect your information.


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Figure 20 – Adding a f irearm.

Endorsements

You can view or print endorsements issued against your profile by Head office by selectingthe ‘Firearms & Endorsements’ option from the menu on the left side of the page (This optionwill only be available while you are logged in). Select the ‘Endorsements’ tab by clicking onthe corresponding tab heading.

A list of available endorsements will be displayed (Figure 21). To view or print anendorsement, click on the ‘View/Print’ link next to the relevant endorsement. Your browserwill prompt you whether you would like to open or save the document.

The application form for applying for an endorsement can be downloaded from this page byclicking on the ‘Application form for Firearm endorsement’ link on the bottom of the page.

Figure 21 – View or print endorsements or download the application form.

Training scores

You may view your training scores or print your training certificates by selecting the ‘Scores,Achievements & Awards’ option from the menu on the left side of the page (This option willonly be available while you are logged in).

A list of your available scores will be displayed (Figure 22). Note that some courses are onlya pre-requisite for other certificates or achievements and does not have printable certificates

linked to them.


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Figure 22 – Training scores and certificates.

To view or print a training certificate, click on the ‘View/Print’ link next to the relevant course.Your browser will prompt you whether you would like to open or save the document.

Achievements & awards

You may view or print your achievement certificates and awards by selecting ‘Scores,Achievements & Awards’ option from the menu on the left side of the page (This option willonly be available while you are logged in). Select the ‘Achievements & Awards’ tab byclicking on the corresponding tab heading.

A list of your achievements and awards will be displayed (Figure 23). To view or print anachievement- or award certificate, click on the ‘View/Print’ link next to the relevantachievement or award. Your browser will prompt you whether you would like to open or savethe document.

Figure 23 – Achievement & Awards.

Shooting scores

You may view or print your shooting scores by selecting ‘Scores, Achievements & Awards’option from the menu on the left side of the page (This option will only be available while youare logged in). Select the 'Shooting Scores’ tab by clicking on the corresponding tab heading.

You can filter scores displayed by selecting a specific shooting exercise, or by providing a

date range. Press the ‘Search’ button to apply any filtering criteria you have set (Figure 24).


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Note that a default start date is pre-entered so that only scores logged within the past 2 yearswill be displayed. You can view all scores by removing any filtering criteria (clearing the daterange fields) then pressing the ‘Search’ button to apply.

By default, your most recent scores will be listed first. If you wish to view the list in a differentorder, uncheck the option 'Show most recent scores first' before pressing the 'Search' button.

You can export your scores by pressing the ‘Export scores’ button. You will be prompted byyour browser whether you would like to open or save the export file. Note that the searchfilter at the top of the page also applies to data exported.

You can also print your scores by pressing the ‘Print scores’ button. You will be prompted byyour browser whether you would like to open or save the document.

Figure 24 – Shooting scores filtered by date.

Rankings

You can view your rankings for branch shooting events, branch competitions or the nationalPostal league competitions by selecting the ‘Scores, Achievements & Awards’ option fromthe menu on the left side of the page (This option will only be available while you are loggedin). Select the 'Rankings’ tab by clicking on the corresponding tab heading.

If your branch submitted all shooting scores obtained by its members during a branchshooting event, you will be able to view your ranking(s) for this event. Select the 'Singleevent' option. Choose the relevant shooting exercise an d set the date of the event you wishto query. You can choose to view the results for all members, or for a specific age group andgender. Press the 'Search' button to apply. Any achievements obtainable for the selectedexercise will be displayed along with any results that were found for the specific exercise andday.


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Figure 25 – Open class rankings returned for females for a single event.

You can also view your ranking for a specific exercise as the year progresses. The year todate query will determine each member's three highest scores recorded between the startmonth selected and the present day to determine current rankings. Select the 'Year to date'option. Choose the relevant shooting exercise. Select the month from when you wish to startthe calculation (by default it will be set to the beginning of the current year). Press the'Search' button to apply. Any achievements obtainable for the selected exercise will bedisplayed along with any results that were found for the specific exercise and period. Eachmember's top score, three highest scores, as well as the days on which each score wasobtained (up to a maximum of 15 days) will be displayed. The result grid can be scrolled orpanned, to view the additional columns.


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Figure 26 – Year to date ranking results scrolled to the right to view additional columns.

Select the 'Branch competition' option to view the rankings of any competition your branchmay have registered. Select the relevant competition and press the 'Search' button to apply.Which information is displayed and how the rankings are determined, will depend on howyour branch configured the competition. The result grid can be scrolled or panned, to viewthe additional columns.

The rankings of the national Postal league competitions can also be viewed on this page.Select the 'Postal league (National)' option and choose the relevant competition you wish toquery. Press the 'Search' button to apply. The result grid can be scrolled or panned, to viewthe additional columns.

You can export any of the ranking results by pressing the ‘Export rankings’ button. You willbe prompted by your browser whether you would like to open or save the export file. Notethat the search filter at the top of the page also applies to data exported.

Member events and opportunities

A notification of current member events and opportunities, available to SAHGCA membersonly, will be displayed on the top of your profile page after you've signed in. To view thelisting, press the 'View events' button.

Figure 27 – Member events notification on profile page.


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Events will be listed in chronological order and are categorized (E.g. hunting opportunities,shooting competitions etcetera). To view only events belonging to a specific category, selectthe desired category from the list. To show more details for an event or opportunity you areinterested in, click on the ‘Show detail’ link next to the relevant listing.

Logout

The logout menu option will be available on the top menu once you have logged in. Tologout, click the ‘logout’ link. You will be re-directed to the landing page.

Figure 28 – Logout option indicated on top menu.

Documents

User Manual Online Member Administration SAHGCA