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2. Memberships

2. Memberships

2.1 Email Membership Renewal Instructions

Existing Members can renew via the Members Area at http://members.sls.com.au. To assist members with creating a Members Area account or getting their login details sent to them, club officers can email members their Membership Details

Prepare Membership Details Template

  1. In Surfguard > Menu > Maintenance > Templates

  1. Click Add New Template

  1. Template Type – Membership Details

  1. Template Name – Membership Details for Members Area Account

  1. Default – Do Not tick at this stage

  1. Email Subject – xxxxxx SLSC – Important Information for Membership Renewals

  1. Cover Letter Template – Copy & Paste the following and amend as required.

  1. Once the details are completed click Save.

NOTE: Fields in brackets [[XXXXX]] are inserted from the Insert Details at the bottom of the template

[[CurrentDate]]

Dear [[MemberFirstName]]

RE: [[OrganisationEntityDisplayName]] Renewal for [[NextRegistrationSeason]]

All members of [[OrganisationEntityDisplayName]] are required to submit an online renewal form and make payment for the [[NextRegistrationSeason]] season. Please browse to the Members Area at https://members.sls.com.au to login and submit your renewal.

Below is some information to assist you with accessing your Members Area account.

  1. Do I have Members Area Account?

Your Members Area Username is: [[MembersAreaUserName]]

2: I Don’t Have a Username OR I Have Forgotten My Password

If you don’t have a Members Area account or you have forgotten your Password, please use the details below to either create an account or reset your password

First Name: [[MemberFirstName]] Last Name: [[MemberSurname]] Date of Birth: [[MemberDOB]]

Mobile Phone: [[MemberMobilePhone]] Email Address: [[MemberEmailAddress1]]

Membership Renewals are due by (insert date). If you have any questions or need further assistance, please email (insert email address)

Kind Regards

 

(Insert Senders Name) (Insert Senders Title)

[[OrganisationEntityDisplayName]]_%

How to Email Membership Details with the Template – Suggest You Send a Test Email to Yourself

  1. LHS Menu > Reports > Member

  1. Report Type – Membership Details

  1. Output Format – PDF

  1. Click Advanced Search

  1. Registered Season – 20….

  1. Membership Type – highlight the Membership Categories you want to email to

  1. Include Lifesaving Online Account Details (Members Area Account Details) – TICK this box

  1. Include State Based Details – make sure this is UNTICKED

  1. Email to Members – tick the box

10.     Tick box for declaration

11.     Template Name – highlight “Membership Details for Members Area Account” – this is the template you just created

12.     Email Subject – will prefill from template

13.     Print Cover Letter – select Yes

14.     Template details will display

15.     Include Awards – Untick

16.     Include Patrol – Untick

17.     Include Notes – Untick

18.     Scroll down and Click “Display Report”

You will receive a list of the Member ID’s, Name & Email Address of Members the details have been sent to. Any members who has no email or has ticked “Do Not Send Email” will display if you scroll down.

NOTE: If a member wants to renew an entire family, the Primary member can create a Members Area account, create a Family Group and renew all members of the family in one transaction. This eliminates the need for every member to have their own Members Area account.

2.2    Email a Prefilled Membership Form to Members     

The first step is to amend the ‘Cover Letter’ Template to ensure it has all information your members need to renew their membership e.g preferred renewal method; club contact details; club fees, etc. See Section 2.1

Suggest you send a test to yourself by putting in your First Name & Last Name

  1. LHS Menu > Reports > Member

  1. Report Type: Membership Renewal Form

  1. Click Advanced Search

  1. Output Format: PDF

  1. Renewal Season: 2024/2025

  1. Status: Active

  1. Registered Season: 2023

  1. Email to Members: Tick, additional fields should now display (see screenshot below)

  1. Declaration: tick

10.   Template Name: select from the drop-down

11.    Email Subject: eg Club Membership Renwal 2024/25 Season

12.    Print Cover Letter: Yes

13.    Print Declaration: Yes

14.    Print Membership Details: No

15.    Tick Display Report Here

16.    Display Report Here: Tick

17.    Display Report

image-20250319-051809.png

Surfguard will then produce a report of members that have been emailed their pre-filled membership form and provide you with pre-filled forms for those without email addresses.

The blank SLSA membership form can be found on the Members Area (search “F076” OR “Membership Form”)

2.3 Print & Post Membership Renewal Forms

Note: If printing forms for all your members, it is highly recommended to break the output up into several smaller groups, as these reports can be large, and you may experience time-out issues. To do this simply narrow your selection by either sub-membership category or with member last names starting ‘a- c’ then another output of members from ‘d-f’. These are only a few examples to assist in narrowing your search.

 

  1. LHS Menu > Reports > Member

  1. Report Type: Membership Renewal Form

  1. Click Advanced Search

  1. Output Format: PDF

  1. Renewal Season: 2024/2025

  1. Status: Active

  1. Registered Season: 2023

  1. Print Membership Details: No

  1. Tick Display Report Here

10.     Display Report Here: Tick

11.     Display Report

Printing Mailing Labels

  1. LHS Menu > Reports > Member

  1. Report Type: Mailing Labels – Members

  1. Output Format: Avery (J8160/L7160)

  1. Registered Season: 2023

NOTE: Select advanced search if you wish to refine your label selection criteria or to select ‘Unique Addresses’ to produce one label per family.

2.4 New Members                                              

New members to the Organisation will need to be directed to http://sls.com.au/join where they submit an online join form as an individual or as a family group.

Once the member completes and submits the online application

 

  1. The new member will also be sent a confirmation email that includes a link they can use to check the progress of their application.

  1. The new member or primary member of a family group will also receive and email asking them to confirm their new Members Area account.

  1. The new members application request will display in “Pending Memberships” in Surfguard.

  1. The club will receive an Order email and a payment notification email if payment was made by credit card using the Payment Gateway.

2.5 Processing Pending Member Requests                        

Administrators need to ‘accept’ or ‘reject’ new memberships and membership renewals submitted electronically before any data is updated in Surfguard. To action the pending requests LHS Menu > Pending.

To process Pending Member Requests – New Club Memberships:

NOTE: new members will not be able to access the SLSA eLearning platform until their new membership pending request has been accepted

  • Tick the box relating to the member seeking new membership

  • Click Manually Process/View Request

  • Check that the correct membership category & registered season has been entered

  • Click the Accept all Member changes and then the Save button OR close the Form and tick the box next to the member and click Accept Request(s)

 

To Process Pending Member Requests – Renew Club Membership:

 

  • Tick the box relating to the member seeking to renew membership

  • Click Manually Process/View Request

  • All changes made by the member will be displayed in ‘green’.

  • To accept these changes individually click the ‘green’ tick box alongside the specific change

  • To accept all the changes in one go click the ‘green’ tick box located at the top of the page ‘Accept

 

All Member Changes’ and click the save OR close the Form and tick the box next to the member and click Accept Request(s)

2.6  Payment of Memberships – Renewals & Joining    

  1. How to create and manage the club Price Litst in Surfguard go to https://help.sls.com.au > User Guides > Price List-Surfguard/Members Area/Join

  1. Information on the New Payment Gateway including Reporting Click Here