Usability Membership Portal – Family Admin Role Instructions to update your Athlete Information
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.
If you already have Membership Portal Account as a registered Volunteer or Family Admin
Copy and paste the Membership Portal URL in the browser:
https://portal.specialolympics.ca/
Login to your Portal Account
After login, following will be your Landing page
In Volunteer Roles window, select Continue for Family Admin Role
Family Admin Role Window
Role selection will bring following Family Admin Role Window with more options. Read instructions carefully in Instructions section
You can find important announcements made by Special Olympics Ontario in Announcements section.
My Options – menu is to view/update your information (Parent/Guardian)
Family Admin – menu is to view/update your athlete (child/sibling) information
If you need more help, watch help video.
Here we will provide instructions for Family Admin menu only.
Family Admin menu options
Add Athlete Enrollment/New Athlete
This option is to add enrollment to other sports of your already registered family athletes and to register a New family athlete.
Step 1 – Athlete/Participant Information
Following window has two functionalities
Existing Family Member field – To enroll/update waivers of your registered athlete in a sport, select athlete name form Existing Family Members list.
Add New Family Member – Select Add New Family Member to register a new family athlete
Enroll Already Registered Member
Select Athlete from Existing Family Member Field
Select Yes form Are you the Legal Guardian of the Family Member Selected above/the Family Member you are adding below?
Click on Next Step
Step 3 – Legal Waivers
Legal Waivers window will have all fields auto populated with info which was previously entered for this athlete. Review/update if required.
If you are filling waivers first time then:
You must agree to Participation Waivers, Privacy Policy & Code of Conduct Confirmation by selecting Yes in order to proceed to Next Step
You have options to pick your options in Media Release Opt-Out & Communications section
Click on Next Step
Step 4 – Program Search
In Program Search window, Chapter/Province/Territory will be selected by default SO Ontario
Select Region and Community in which you want to find Sport Clubs/Programs then click Search
You will get list of programs which are currently running in this community
Note: You can select Sport to find Clubs/Programs only for that particular sport
Click Add to select a program in Search Results window, a new window will open with details of Organization Role. For athletes it is defaulted to SO Athlete
Click Apply to save enrollment in this club
You can see your athlete enrollment in What You Have Selected So Far grid
To review enrollment detail, click on Edit button, a window will open with enrollment details.
If you have selected this club by mistake and want to enroll in different club, click on Delete button to delete this enrollment. Follow the above mentioned step to enroll in club you wish for.
To enroll in another program repeat the steps as given above.
Click on Next Step
Step 5 – Participant Additional Information
Review/update Athlete information on this screen before moving to next step
Intellectual Disability? field must be Yes
Click on Next Step
Step 6 – Enrollment Details
Review details of your enrollment.
Just note the amount of Enrollment Fee to pay to Head Coach/Community Admin. You can see a value if club has entered registration fee amount, otherwise value will be zero.
Click on Next Step
Step 7 – 100% – Enrollment Success Message
This window shows that your athlete enrollment has been submitted successfully.
System will send confirmation email to athlete if email address is provided in registration step.
Click on Go to Family Members to review submitted enrollment.
Step 9 – Family Members
This window shows name and ID of your registered Athlete. To review/update any information of athlete, click Edit button beside the name of athlete and you can see submitted enrollment from Enrollments tab of this multi tab screen
Community/Club Admin will review your athlete enrollment, will contact you for further information. Based on capacity of the club, athlete Enrollment will be approved and athlete will be getting system confirmation email if email address is provided in the athlete profile.
Now you can either Logout or click on My Options /Family Admin to update/review your info / your athlete information
My Options – menu items will update your information (Parent/Guardian)
Family Admin – menu items will update your athlete information
Register New Child/Sibling
Select Add New Family Member to register a new family athlete and follow the instructions
New Family Athlete Registered By Family Admin
Family Members
If you already have registered family athletes and linked to your role, you will see them in this window.
If you see this window is blank this means:
- Already registered members are not linked to your role so fill out the following form to get them linked to your account
Once DBA has created your family athlete link to your role, you will be able to see it in the this window.
OR
2. Your family athletes are not registered yet.
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 move 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.
Current Enrollments
This option will show you list of clubs in which your child is enrolled and session schedule including Facility name.
To see the details of club session and Facility Address, click on Edit button beside the name of athlete.
New pop up window has two tabs
Club Details tab will provide club name, main phone to contact and club contact name. Main Address is Facility address, you can find it here if club has added this info.
To view more details of current session click Edit button to view the details.
Enrollments Fee Balance
This option will provide you details of unpaid enrollments, out standing membership balance which you can pay to your community.
This window will allow you to pay enrollment fee online using credit card but currently this feature is not available for Ontario.
Enrollment History
Enrollment History window will provide history of enrollments with all statuses. Active, Cancelled, Submitted, In Progress. You can see all clubs in which your athlete is /was registered.
