AXWare Systems ORM Help

This document is a summary of the many functions and features within AXWare Systems ORM.

AXWare Systems ORM Users

>>>>> Helpful Hints for First Time Users <<<<<

Registering for an event is a 3 step process. 

1. That system needs to know who you are
2. What you will be driving
3. Which event you will be attending.

To help with these steps, a drive can register for events in 2 basic ways:

1. Click on the Registration button for an event from the Calendar and follow a wizard like process to help sign up for an event, creating an account or entries into your garage as necessary. If you are a new user, it will help you create:
   1. user account
   2. create a membership participation record (You will be set as a non-member initially)
   3. create a car in your garage
   4. register you into the selected event. 
       
2. The second method requires an existing user account.  If you do not have a user account you must create one using the method above or use the Create Account link on the top right side of the page. 
   
   Login to AXWare ORM and use the menus system to manage tasks, including registration. Select the Calendar to view the events you are interested in and click on the Register button to take you directly to the registration page.  From here, select the car you want to enter and if online payments is active, pay for the event. The fee for the event is based on your membership status with the hosting Club.

To create an account do the following:

1. Press "New? Create New Account" link above the login button.
2. Enter you email, name and password.
3. The page the system takes you is your Profile Page. You can access your User Information (Edit My Profile), and the clubs you will be participating with, Edit My Clubs.
4. Click on Edit My Clubs
5. Select the Club you interested in participating with by pressing the Participate button.  This will create a non-active membership record for that Club and set you to an in-active member.  Typically membership dues must first be paid before you may become an active member.  Please check with the Club and their policies.  You may be able to purchase a membership immediately if the Club has Online Payments.
6. Once one or more Clubs are selected return we need to create some cars for you in your garage, go to My Controls/My Garage.
7. Press the Insert Car button and edit your entry. Minimally you must enter class information and a car number in order to create an entry. The data items that may be required for the entry vary depending on the Club's policies and data requirements. 
   Note: Class selections and garage entries are specific to each Club based on their classing rules and policies, and the data elements may differ between clubs.
8. Once a car is created, you may not go to the Calendar Page and register for any events for the Club.   Note: your membership standing will affect the entry fees for events.
9. From the Calendar page Press the Register button from the Calendar for the event you want to enter.

Clubs may limit the access to several tasks until you become an Active Member of a Club. An Administrator must activate your member before you will be given privileges to access Membership based areas of the system. Typically, active members have paid their membership dues and may also incur lower fees for events. Please check each Club's policies.

Many clubs allow you to purchase memberships online, which automatically activates your membership. 

Registering for an Event

Registering is carried in a few easy steps:

1. Press the Register button in the  'Event Calendar'.  Limit your views by selecting specific dates and clubs.
2. Select a car from your garage then press 'Register Selected Cars'. If you you do not see a car you want to run, please press the Create New Car button to create a new car and return to the registration page.
3. Optionally, pay for the event if online payments is active.

If you not have an account in AXWARE ORM:

• Click on the Register link from the calendar page, the system will guide you in creating an account.
• Click on the Create New Account and Continue to create the account.
• Create a car in the garage, based on the classing requirements for the hosting Club.
• The system will automatically register the car for the selected event.
• If online payments is active, the system will guide you in adding your entry to a cart (much like a online store).

If you have an existing account:

• Click on the Register link, the system will direct you to the Login page.
• Login with your credentials, the system will then direct you to the Event Registration Page.
• Register for the event by select the desired car from your garage.

Editing Registrations:

To edit your registrations, use the 'My Registrations' page to make any necessary changes to any entry in the list. 

If an event has a Waiting List or a Cap,  edit your registrations rather than deleting and re-registering. The latter will put you back into the list at the very end (usually at the bottom of the waiting list). If you remove your entry, the next driver on the waiting list may take your newly opened slot.  Please contact your Club's officers if you have any questions using Club Center.

Registering for Other Drivers

All drivers that wish to participate with clubs must have a user account in the system.  That includes register for other drivers in your family or other drivers that you may share a car with (double drivers). 

Create a set of drivers that you may register using the following:

1. Add the desired drivers to your Linked Drivers list using the My Linked Drivers task. 

2. During the Registration process, select the "Register for Your Link" tab and select the driver from the list.

3. You may also register family members based on your membership status - Registering Family members.  See below

Memberships and Families

You can setup Family links based on your membership status. This allows you to to register any of the drivers from your Linked Family list.  This list is a bidirectional list, meaning that whom ever you put on your Linked Family Driver List will in turn have you on their Linked Family Drivers List. This allows any driver in the Family list to purchase memberships and register for events.

To setup a Linked Family list:

1. Add the desired drivers to your Linked Family Drivers list using the My Linked Family task. 
2. From the Member Edit Dialog, you may select to purchase or renew a membership for any listed "Linked Family Driver".

The Main Menu - tasks at your finger tips

The Task menu bar is used to access all tasks in the system.  Before logging in, only a sub-set of the menues will be available, however once you login, the menu will contain the following tasks:

• Event Calendar - lists a calendar of events based on the date and Club selected.  From here you can register for events, view information about the event (click on the name of the event), view the entry list, etc.
   
• Club Center:
  • Results - results are available on a season by season basis, including points (if the Club chooses) and event results.
  • Club Information - a centralized place that displays Club information and contacts for the Club (if so configured). You can email officers and chiefs for the Club (or series) based on each Club's configuration.
     
• My Controls:
  • My Information - access to your account profile.  This provides a summary view of your account, your clubs and vehicles in your garage.
    From My Information you can access My Profile, My Clubs, and My Garage.
    • Note: If online payments is active you will be required to fill our additional information such as you billing address before being to use online payment processing.
  • My Clubs - contains the lists of the clubs you are participating with. Maintain your Club information from this task page. To edit Club specific data, click on the respective edit button next to the Club.  
    • Membership Dues: Some clubs offer online payments for your Membership Dues that help renewing your membership.
  • My Linked Family - allows you to manage linked family members for membership renewal and management.
  • My Linked Drivers - allows you to manage other drivers that you can register for.
  • My Garage - a list of all the vehicles that you will be driving at events. Entries are specific to a Club based on their policies.
  • My Registrations - access to all current registrations. You can edit, change or cancel the registration as necessary.
  • My Settings - maintains a Club Filter list that allows you to view only the clubs you want to view in the Calendar.
  • Club Members - lists the Club members for a Club. This may or may not be active depending on the settings for the Club. Some clubs may choose not to display a membership list online. If the list is provided, the Administrators of the Club dictate what data is provided. 
  • Reserved Cars - reserved car listings respective to the selected Club. This includes active and non-active members.
  • Club Store - if this task is available, one or more clubs you are participating with has items available for sale.
  • OLP History (Online Payment History) - displays your payment history for all of your registration or membership purchases.

Results

Posted Results are available in the Calendar and Club Center/Results, and can include the Final, Summary, Pax, Raw, Virtual and others, based on the configuration and usage by each Club.

Administrator Controls

The Administrator Controls is the power house of the system. Administrators have the ability to manage the Club, members, accounts, events,  Club polices and registration rules, membership fees, event fees much more. If you are an administrator you will see the 'Admin Controls' menu.

The Admin Controls provide the following tasks:

• New Subscriptions - this task will list all non-active members.  Some clubs may require that all drivers are members for their events while others will not, based on Club policies. When users Request To Participate  with a Club, they automatically become inactive members for that Club. Activating an account depends on the Club policies and generally requires a fee.
  Administrators have management capabilities over user information, including: editing, activation, de-activation, or deleting memberships.  Once a user is added to a Club's membership list, be it active or in-active, the Administrators have access to the User Information as well.  Once a driver is activated as a member, they can be viewed via the Members task.
  SCCA Memberships - SCCA memberships are controlled by a national office and not ORM specifically.  Extensions in ORM allow SCCA style clubs to manage 'localized' memberships for their Club. The SCCA Membership Information and the Club information in ORM are therefore separated, although may be linked, based on the settings of the Club.
• Manage Users - administrators may select to add users to participate with their Club or view the data for a driver.
• Edit Users - this task allows the administrator to edit drivers accounts and manage their garages.
• Administrators - allows Root Administrators to control additional Administrators for the Club. 
• Members - this screen provides access to your Club's Active and Non-Active Membership entries, essentially the entire list. Note: The list may be sorted by any displayed column by clicking on the Titles.
• Email Manager - email center that allows the administrators to send emails to Active Members, Non-Members, everybody, or those registered for a specific events.
• Clubs - access the Club account.
• Club Contacts - administrators can manage a Club's BOD and Chiefs, as well as Club Information Contacts.
• Annual Registrations - manage annual registrations the Club. Many clubs offer a one time registration process for all events.
• Events - control task for events - including:
  • Create new events
  • Lists all current events.
  • Clone existing events to quickly and easily create a new event based on an existing one. Cloning an event is the recommended method of creating new events for existing locations. After cloning, edit the dates, fees, online registrations times and other information respectively before allow the event to be 'Open'.
  • Download a registration file.
  • Registrar Report (registration report).
  • Edit the Event to enter the event specific that includes event information, fees, and location. 
  • Edit Registrations  - manage registrations for the event.  This feature can also be used to activate or manage paid entries, and add and delete registrations as necessary.
  • Edit Work Assignment counts for event.  Gives the Event coordinators a better idea of work positions.
  • Heat Assignments - setup Heats for the event. The heat assignments can be downloaded or imported into AXWare TS giving you the power to easily and centrally control heat assignments. Heat reports are also provided.
• Manage Store - provides a method to setup a simply store front for your Club.  Sell items such as annual registrations, T-shirts
• The Bank - allows administrators to provide discount to specific drivers. The system automatically uses and manages the discounts during online registration.
• Online Payment Report (OLP) - lists all the Online Payments for the Club. 
• Settings - control center for all settings for the Club. Allows control over basic settings (policies) including:
  • How car numbers are managed (Unique Car Numbers, Unique Numbers in Pax Classes etc).
  • Theme/Style for the Club. Colors and fonts can be made to match your clubs existing web site, if so desired. Several built-in themes are provided for your selection.
  • Preference settings, like the number of entries to display on any pages in the ORM.
  • Control how data is exposed to the public (or members) via the several settings: these include:
    • Scrambling Names (truncation method),
    • Membership list public or not,
    • Expose Registration list to public, or require Active Membership status
    • Require Registration from Garaged entries (this forces Users to have cars in their garage to select from)
    • Require Active Membership status when registering for events.  Some clubs have this requirement while others allow non-members to provide support for new entries (like novices), at their events.
  • Customize Column Headings for task pages to provide the data columns that your Club requires. Customize:
    • Member Headings
    • Membership Columns for Downloads
    • Registration Columns
    • Registration Columns For Downloads
    • Garage Columns
    • And many more....
  • Customize the Column Order for task pages to allow the desired data flow for your data requirements, including:
    • Memberships pages
    • Registrations pages
  • Edit several Setup Tables:
    • Edit Classes - control all aspects of your class definitions.
    • Edit Fees Table - configure default Membership fees. Note: Event Fees are manage within the Events themselves.
    • Edit Work Assignments - custom build your set of work assignments to match what you are using in AXWare TS. The work assignments allow you to assign Duties to work assignments. Assign duties for a work assignment to allow BOD and Chief positions to be assigned.
• Import:
  • Membership Data - (usually a 1 time task) this will create or update existing entries (validated based on names) as well as create or update a user's garage.  The latter is possible since in AXWare For Windows, each record is tied directly to a class and car.  Thus the imports will automatically try to either create or update each car for that driver.
  • Class Definition files - importing class definitions from AXWare TS.  

Exposure on the WEB

Exposure levels and web content are controlled by the Administrators of each Club. Data and conditional access to Club information is controlled by Club administrators and provides flexibility in exposing or not exposing certain items to the public. For instance:

• Data columns may be hidden or exposed in every aspect of the ORM, this includes Membership Lists, Registrations listings etc.
• Registration lists for any events and access to Club related results can be made non-public by requiring login access and membership status.
• Users accounts alone do not provide access to non-exposed data.
• Email Notifications are available to notify you of registrations, deletions of any registrations and automated reminder notifications. The Automated reminder is configured by the administrators on an event-by-event bases.  If Users do not have The Email Notification, in 'My Information', checked, reminder emails will not be sent to those Users.
• Providing Emails in 'My Information' is essential for email notifications.  In addition, mass emails to the membership will be provided for Administrators (not yet in place). A quick and easy way for the Administrators to provide information.

Can't Log In

Use the Recover Password process if you have forgotten your password.  If you have forgotten your user id, please contact your Club administrators in the Club Center.  A specific contact may be assigned to manage these type of questions.

Email Confirmations

Email confirmations may be configured for your account (set in My Controls/My Information). This requires valid emails specified in your User Information (as you user id).  You may optionally verify your email to validate the email. This process sends you an email, which you validate.  If you do not receive the email, your email cannot be verified and thus may be incorrect.

Note: It is your responsibility as a User to maintain your email address appropriately in AXWare Systems ORM.

Confirmations are optionally supported based on your account setting. The 'Email Confirmation' setting must be 'ON' in order for automated emails to be sent to your primarily email, or your username.

Confirmations are auto-generated under these situations:

• Registering for an event

• Editing your registrations

• Deleting registrations.

• When Administrators modify, delete or change your registrations.

• If the Club has auto-email notifications active, you will receive additional 'reminder' emails for the upcoming events.

• Club officer emails

Not Receiving Email Confirmations?

If you are not receiving confirmations when you expect them, please verify your email in the My Information task function.

Help Topics

The following links are provided as context sensitive help throughout the ORM Facility.  Please click on each link to view the context specific text for that topic.

Registering New User
Modify User
Calendar
Registration Help
New Membership Subscriptions Administration
Membership Administration
Assign Administrators
Manage Club Contacts (BOD)
Settings
Bank Management
Garage Control
Edit Car in your Garage
Edit Registration Entry
Edit My Registrations
My Registrations
Event Create/Edit
My Clubs/Club Subscriptions
Importing
Online Payments (OLP)
OLP Checkout
Heat Assignments

Online Payment Processing (OLP)

Using Online Payments, you can significantly streamline your events by reducing or eliminating your registration work load at the event.  There are 2 ways to process online payments for registrations and membership dues.

• AXWare Systems Gateway: Allow your users to pay for their registrations online, and directly from our site. A nominal processing fee of 4% is automatically used to cover the cost of all Credit Card Transactions and Pay Out Processing.   Pay Outs are disbursement of the funds to the configured contact.
  
  Only credit card transactions are provided at this time and processed using Stripe.com - a solution that is secure PCI compliant.  Most major credit cards are accepted and we do not store any Credit Card information whatsoever for obvious security reasons. 

  Payouts - checks will be sent to a designated contact when ever necessary. Normally the Payout is processed a few days after each respective event. Different time lines may be requested (every 2 weeks or 1 once per month).  Detailed Payout Invoices are provided and accessible by the Administrators of your Club.
   

• PayPal, either Website Payments Standard or Express Checkout. The Website Payments Standard provides transaction information about each item purchased, while Express provides for a lump sum total.  All fees will be rendered by PayPal.

Online Payments can be configured for your Online Registration processes using two modes.  Required Online Payments or voluntary Online Payments. 

• Forced Online Payments: - this method requires that everybody registering or paying for their membership dues must use the Online Payment processing.
• Optional Online Payments:  - this method allows those that want to pay online to do so, but also permits registration onsite.

OLP Transactions (minus the CC details) are provided for review as necessary.

Registration Refunds, Cancellations

Your Club is responsible for any disputes, refunds, cancellations or any other related issues.  Efforts should be made by your Club to provide a clear understanding of any refund policies so that no user is left questioning the process.

To help provide a mechanism to manage refunds and cancellations, we have provided a pseudo 'Bank' process that allows Administrators to award credits and or balances to any user. The Bank entries will be used automatically on subsequent registrations.  This is meant to help eliminate or alleviate the needs for monetary exchanges between the Club and it's members.

Access Denied Errors - A thing about Browsers

Cookies are used for managing a minimal subset of information between various pages of AXWare Systems ORM as well as for retaining some preferences on return visits. If you experience 'Access Denied' type of messages when you are logged in and attempt to access other pages on the site, it may be to your browser configuration.

Please verify that your settings allow cookies for at least the www.axwaresystems.com specifically or generically for all sites.

Clubs In ORM

In order for clubs to use AXWare Systems ORM, they must first Register their Club or Organization.  This will create a Club entity in the system as well as provide administering controls to manage the members, settings and events.  A Root Administrator  will be assigned to the Club. The Root Administrator will have privileges to manage the the Club's configuration as well as assign additional Administrators, along with the default configuration setup for the Club or organization.

A one time setup fee is charged on a yearly basis, and events are charged separately, as individual charges or can be purchased as a Seasonal or Series subscriptions (multiple Events).

Once registered, the Club/Organization will be created with:

• Default settings
• an empty membership list
• blank class definitions
• access to preference settings that provide display, font and color selections for your view of the system. 
• access to Data Column definitions, (to tune the online data to what is required in the AXWare for Windows interface).

See below for descriptions of the Administrative tasks that are provided in the system.

Synchronize AXWare Systems ORM with AXWare TS

Several startup processes are provided to help Administrators configure the AXWare ORM and synchronize it with AXWare TS.  The following is a summary of the items the help synchronize and integrate the product:

• Import Class Definitions: Quickly support the exact classing structure you are using today.
• Import Memberships: This will automatically also created garages for all included users. Default passwords will be configured and should be changed by all users before using their new accounts. Importing Membership Entries will automatically flag them as 'Active' members if their 'membership flag is set. Otherwise they will be in-active members but will have access to all of their data, with limited capacity.
• Club specific settings: These settings provides access to settings such as , Unique Car Number Control, Class casing (upper or lower case), Number of entries displayed (and paged) in views, Scramble Names, and several more etc. See the Settings page for additional options.
• Customize Data Columns for Several Views: Several task pages support customizing by allow you to selective and order the data columns. This includes data columns for downloads of the registration and membership data.  The data columns may be modified and changed to suit the display text that is desired.  The Settings Page contains access to the tunable settings. You also have the ability to change the order of the data columns to your preferences by adjusting the 'orderby' data column for the respective data columns.
• Usage Settings: These  are settings that affect how data may be displayed to the public, membership and what is exposed, and how.  These settings include scrambling of names, making the registration list public or less exposed etc. Such settings are found under the Settings task.