Product Documentation

Family Admin Role Instructions

Family Administrator

This role will provide Parent/Guardian access to their child/children profile to manage /update info like updating contact/medical info and will be able to view/Cancel/add enrollment in sports.

Steps to login / register to Portal

Copy and paste the following URL in the browser:

Manage Family Portal Account – yes/no

If you already have Portal Account, Select Login from Home page menu

If your are Already Registered Parent /Volunteer but do not have Portal account, Select Registration  from home page menu

In the window below

Select SO Ontario from Your Chapter/Province/Territory Field

Enter your information, First Name, Last Name, DOB and valid email address in Your Information section (Parent’s information)

Select Parent/Guardian from Tell Us Who You Are... section

Click on Register – Validate Member

System found you and sent you an email with a link to complete  your Portal Registration

Check your inbox to find the email sent by Special Olympics. Copy and paste URL in your browser.

Note – if you don not find email in your Inbox, check Junk Mail folder as well.

In the window below, enter your email address in Verify Email field and enter Password twice and Click on Register

Your will be in your account to update your profile, Select Next Step – Waivers to update your profile.

All Blue Menu options are for you (Parent/Guardian) to update/view profile/enrollments/clubs if you are a volunteer of any of them.

Until you Select a Role, you will only see the “My” Account buttons on the Right (Blue Menu)

To See your role as Family Admin, Select My Roles tab

In My Roles window, select Continue for Family Admin Role

Following is you Family Admin Role Window where you can view/update your and your children/Siblings information.

If your are New Parent/Guardian Select Registration  from home page menu

In the window below

Select SO Ontario from Your Chapter/Province/Territory Field

Enter your information, First Name, Last Name, DOB and valid email address in Your Information section (Parent’s information)

Select Parent/Guardian from Tell Us Who You Are... section

Click on Register – Validate Member

System did not find you and will prompt you to create your Portal Account.

Enter your email in Reenter Email field

Enter password twice in the Password & Repeat Password fields

Click Register

Note – System will not send you any confirmation email. You will be able to login with this email and password in portal any time after you logout.

After registration your landing page will be your Family Admin Role window

Blue Menu Options (for Parents/Guardians)

  1. My Profile – your personal information, View /update your address/ medical info.
  2. My Enrollments – see the status of your all enrollments if you are involved in clubs as a coach/volunteer
  3. My Clubs and Schedules – see the Clubs you’re associated with and the published schedule for the sessions
  4. My Committees – if you hold a position on a committee, you will see it here
  5. My Rolls – the Page to select your role
  6. My Payment Info – You will be able to pay your athlete fee by credit card (currently SOO does not offer this feature)
  7. My Balance – it will show your outstanding Balance (not currently in use)
  8. Add Me as Athlete – if you wish to join another program, click it to start a new enrollment (for Athletes Only)
  9. Add Me As Volunteer – if you wish to join another program, click to start a new enrollment
  10. Change Password – click on it if you want to change your password
  11. Logout – Click if you have finished to view/ updates your and your family athlete’s information to leave the system

 

Pink Menu Options are for your family athletes (Children/Siblings)

Family Linked Participants

If you already have registered family athletes and linked to your role, you will see them in this window.

Currently this window is blank this means:

  1. Already registered members are not linked to your role so fill out the following form to get them linked to your account

Family Admin Coordinator

2. Your family athletes are not registered yet.

Once DBA has created your family athlete link to your role, you will be able to see it in the this window.

To View/Update Athlete profile click Edit button beside the name of athlete to open profile

A multi tab Participant profile window will open. Red Tabs have mandatory fields so you will not be able to more forward until you filled out these fields. Update information where required. Don’t forget to Submit at the end on each tab to save updates.

Read notes carefully provided at top/bottom of the page.

 

Enrollment History

This window will provide you list of all enrollments for your athlete with all Statuses

 

If you wish to cancel an active enrollment with any club of your athlete, click on Edit button beside the name of athlete, Enrollment detail window will open

  • Change Status to Cancelled
  • Add note in Enrollment Notes field if any
  • Then Submit

Enrollment will be Cancelled with that club.

Current Enrollments

This Tab will show you list of clubs in which your child is enrolled. You will be able to see Clubs/Session details.

Click on Edit button beside the name of your athlete to see the detail of club

 

Following window will show you Club Details. To view club session details, click on Club Sessions tab. 

In Sessions window, Open active session by clicking on Edit button beside the Sport name. 

New window will provide the info of clubs session details like start/end date, Registration fee for this program, facility, day & time information (if published by communities)

Add Athlete Enrollment 

This tab is to add enrollment to other sports of your already registered family athletes and to register a New family athlete.

  1. Section one is to add enrollment to already registered athlete
  2. Section two is to register a new family athlete

If you wish to enroll your athlete in another program

  1. Select athlete name from Participant list
  2. Select Yes in Legal Guardian field
  3. Click Next Step – Waivers

 

 

Following window will have all fields auto populated with info you which was previously entered for this athlete. Review/update if required.

Note: First 3 waivers have to be yes, you have option to select No In Media Release section only.

Click Next Step – Program Search

In the Program Search Criteria select Chapter, Region, Community (if you know exact club you wish to enroll in, select club as well) then click Search

 

All registered clubs in your selected community will appear in Search Results window

If you wish to see the details of clubs, click Edit button beside club name, a window will open to show the details of the club.

Otherwise select a club and click on Next Step – Member Profile

 

In Member profile window, you can view/edit member info provided in various tabs.

if all updates are done, then Click on Next Step – Enrollments Details

After reviewing  all info, click on Next Step – Payment Information

This window will show how much you have to pay as an enrollment fee if you already have not paid yet. if all good, Click on Submit Enrollment

Athlete will get confirmation email on the email which is provided as Portal Email on its profile.

Membership Balance

This tab will provide you details of  unpaid enrollments, out standing membership balance which you can pay to your community. Pay Balance will allow you to pay online using credit card but currently this feature is not available for Ontario.

Register New Family Athlete

Select Yes from Are you the Legal Guardian field

Select SO Ontario from Your Chapter/Province/Territory filed

Enter First Name, Last Name and DOB of your Athlete

Enter Email Address if athlete has otherwise leave it blank

Click Next Step – Validate Member

System is not able to find athlete in database. To proceed further, click on Next Step – Waivers.

Continue to follow all steps till Submit Enrollment to complete the registration of your new family athlete. Below are screen shots of all steps.

 

Search clubs in community close to you and select club your athlete wish to enroll.

After finishing all tabs, move to Next Step – Enrollment Details

If you wish to add another enrollment for your family athlete, click New Enrollment and follow the steps

if you don’t want to add new enrollment, to see new athlete registration, select Family Linked Participants, you will find it there. Open profile to view/update.

to view enrollment of new athlete select Enrollment History Tab, you will see enrollment with Submitted Status. This enrollment will be activated once approved by SOO office and your Community.


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