Timing Solutions transfer member process

NOTE:

Transfers can only be processed through your Registration Platform. If you use a different platform for registrations, please contact your State Office for assistance.
If an athlete has been transferred into your Centre but is not visible in ResultsHQ, please ensure the athlete is active in the Registration Platform and perform a sync. Any active athlete with a valid email address should appear in ResultsHQ once synced.

The "member transfer process" in ResultsHQ is a four-step process - see details further below.

State body initiates the transfer - Here
The original centre performs its part of the transfer - Here
Timing Solutions refund if needed
New centre completes the transfer - Here

(Note: this process related to Centre transfers within the same State. If transfer is between States, please contact support@timingsolutions.com.au).

Summary of the Process (Excluding State Fees, which remain unchanged):

Once the State body initiates the transfer process, the original Centre completes their part. This includes approving any refunds and/or deciding whether to transfer the full amount paid by the customer or only a portion. This can be managed through the Timing Solutions registration platform, or the Centre may choose to refund the customer directly from their own accounts.

Any questions: about the amount transferred should be directed to the original Centre.

Whatever amount is transferred will be applied toward (or offset) the membership fees at the new Centre. Any remaining balance must be paid by the customer to the new Centre for the athlete to become "Active."

Remaining balances in a transfer can occur due to:

The original Centre not transferring the full amount to the new Centre (they may have a no-refund policy or may choose to retain a portion of the membership fee).
Pricing differences between the original Centre and the new Centre.
Some Centres have a family levy which adds to the registration of the athlete.
No state fees will be involved if the transfer is within the same state.
The original Centre refunding the customer directly, resulting in no funds being transferred.
(If any overpayments exist due to lower fees in the new Centre, the customer will be refunded).
Please note: transaction fees, such as credit card processing fees, are non-refundable and are payable by both centres.

If the Centre or State does not want the customer to incur any additional costs during the transfer:

The arrangement must be agreed upon by the State and both Centres.
The original Centre should select $0 when entering the transfer amount to the new Centre.
The new Centre must create a $0 Registration Product for the transferred athlete.

When the original payment method includes a voucher:

Currently, vouchers can only be applied to the "member fee" portion of the registration (family charges, merchandise purchases, etc., are excluded from voucher use).

If the original payment to the Centre involved a voucher, the original Centre must determine how to transfer the voucher funds to the new Centre. Each Centre has its own process for handling this.

Note: Vouchers cover State and Centre/Club member fees. The State portion remains the same, so the Centre/Club needs to transfer the voucher portion related to their Centre/Club.

The original Centre can either transfer the funds directly to the new Centre, refund back to the customer, or work with the government to return the Centre/Club portion of the voucher, allowing the new Centre to access and approve the voucher amount to receive the funds in the new Centre. Please contact the original Centre to inquire about the actions they have taken regarding this transfer.

Timing Solutions has no visibility into what happens between the Centre and the Government regarding voucher payments.

PROCESS:

Stateadmin needs to initiate the process as follows:

1. After logging in to the Stateadmin profile click on the Centre Management