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  4. Alberta Alpine Membership Submission Process

Alberta Alpine Membership Submission Process

Starting Sept 1st for Alpine clubs in Alberta, membership information and fees processing will happen electronically within Zone4. The basic process involves each club submitting lists of members into a pre-build registration form on Zone4. Once uploaded, the club is then automatically debited the Alberta Alpine, FIS, and SAIP fees associated with each person. The member information is then transmitted weekly to Alpine Points for racer registration.

To begin the process, login to your Zone4 account at: https://zone4.ca/login

When you login, you will see a registration form in your list of items called “2021 Alberta Alpine <club_id> Submission form” as highlighted below. This registration will appear alongside your other registration forms for things such as programs and events. The Submission form is a special registration that is not intended to go live to the public, the expected usage is for club administrators to submit members into this form via CSV or manual entry.

Note if your administrator account has access to more than one club as pictured below, you will see a submission form for each club. It is CRITICAL that you upload the correct members into the correct club submission form as this is how money is debited from the club and how they are registered with Alpine Points.

To begin, click the link to go to the Overview page on the registration form.

Remittance Bank Account

Before submitting your first members, make sure your club’s remittance bank account information is correct. This remittance account will be automatically debited each week for Alberta Alpine fees calculated based on the membership information submitted each week. Alberta Alpine is not issuing invoices for these fees as they are debited automatically from your remittance bank account. It it the club’s responsibility to ensure that sufficient funds are available in your account for these debits. An NSF (insufficient funds) fee of $25 will be assessed for any refused debits. To check the account associated with the form, scroll down to the 3. Registration Settings and click Edit Settings

On the Registration Settings tab, scroll to the bottom to the “Remittances” section. The current bank account linked to this registration is listed at the top of the drop down. You can change the bank account via the drop down or add a new one if needed.

If you are unsure what account numbers are associated with that bank account, you can check the account settings in the the club “Bank Accounts” area of your club. The fastest way to get there is to click the Home link in the upper navigation breadcrumbs:

Then from your user home screen, click the “Bank Accounts” link on your Organization Settings.

Then in your Bank Accounts area click the Settings link on the bank account assigned to your Alberta Alpine Submission form.

Once you are sure your account details are correct, you can proceed to submitting membership information.

Submitting Member Information

On the Overview page, scroll to the bottom to step 5 Live Registration

Manual Entry

The simplest method to register someone is manually so just click the “Add a Registrant” button

Simply fill in each of the fields and click Save Changes. That’s it. The Alberta Alpine fees for this person will be debited the following week and the member submitted to Alpine Points.

NOTE: The information MUST be correct before clicking Save Changes. NO changes are allowed after submission.

CSV Upload

Larger clubs will want to manage their data in an excel file and upload the information in CSV files. In order to make that process as easy as possible, download the following template: https://zone4.ca/download/Alberta_Alpine_Membership_Template.xlsx

When you open the file in Excel, you will notice 2 sheets. The first one “Club Members” is where you will populate your club members. The 2nd sheet “Validation Data” is a locked sheet that defines the allowable values in the corresponding fields of the first sheet. When entering members on the first sheets, you will notice that the column headers are not editable, and the following columns have restricted values as defined in the 2nd sheet:

  • Sex: (M, F, U – for undefined)
  • Province (defined list of provinces & states – MUST be full name, NO 2 letter abbreviations)
  • Country (defined list of Countries – MUST be full name, NO 2 letter abbreviationse)
  • BirthDate (must be in YYYY-MM-DD format)
  • Membership Type (defined list of membership options)

All fields are mandatory! If you are getting error messages that your values aren’t valid, use the drop down on each cell to check the allowable values or see the full lists of allowable values on the “Validation Data” sheet. Note that if you are copy and pasting from another worksheet, the copied cells over-write the validation rules and so it’s possible to enter invalid values that will not upload properly.

Note that the 4 SAIP-upgrade options that appear on your submission form cannot be uploaded via this bulk CSV upload method. The reason for this is that duplicate members are not processed through CSV and upgrades are members who have already purchased one of the non-SAIP options previously. Therefore SAIP upgrades must be entered as manual entries as defined above in the Manual Entry process.

Once you have your Excel file ready for upload it is necessary to save it from Excel (XLSX) format into CSV format. In order to do this, click the File menu, then click “Save As“. From the file type drop down, select “CSV UTF-8 (Comma delimited) (*.CSV)” format and choose a new file name.

When you click Save, you will see the following warning that saving as CSV will only save the first sheet. This is what we want so click OK

Now go to the Registration Overview page of your Alberta Alpine Submission Form, scroll to the bottom, and click upload a csv file.

On the next screen, don’t worry about clicking “Download Template” as you are starting off with the special template from above, you can proceed to click “Upload Registrants

Select the CSV file that you have saved to your computer. NOTE you CANNOT upload the XLSX file, as that cannot be processed, it MUST be in CSV format as described above.

The next screen confirms matching the column headers from the CSV file with the columns in the registration. Below is how it should appear with only the CartID and Registration Date fields showing No Match. This is correct. Click Accept Match to continue.

The following screen shows a preview of the data about to get processed. This is your LAST chance to catch a mistake before locking in the data and associated fees. Once uploaded, fees are assessed instantly and records are locked and cannot be edited. When you are sure the data is all correct, click “Import

The system may take several minutes to process the members depending on the size of your file. DO NOT refresh or close the window during this time. WAIT for the process to complete.

The final screen takes you to a report of all your members uploaded so far.

If for some reason, some of the data didn’t get matched up properly or some fields were missing, these members won’t get processed until the missing data is complete. You can find these people by going to the Reports tab and clicking “Incomplete Registrants”.

Here you will see a list of any records requiring attention and you can click on them to “Enter missing Information“. Once the information is complete, the record is locked and cannot be edited.

Once your data is uploaded, no further action is required by the club administrator. Fees are automatically calculated and the amounts due are automatically debited from your club’s bank account the following Thursday. Racer data is submitted to alpine points on a weekly basis. SAIP Upgrades are processed on a weekly basis so if a rush SAIP is required, please contact the office after submitting the SAIP Upgrade manual entry.

Updated on 2021-09-01

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