PLAYHQ AFL 95/AFL X COORDINATOR User Guide
- June 5, 2024
- PLAYHQ
Table of Contents
AFL 95/AFL X COORDINATOR
AFL 9s / AFL X COORDINATOR PLAYHQ USER GUIDE
Version 2, updated 4th October 2021
Contents
1. Logging in and accessing your database as an AFL 9s / AFL X Coordinator
………………………………… 2. My Organisation Admins
…………………………………………………………………………………………………. 3. My Organisation Overview
……………………………………………………………………………………………….
Adding/Updating Details ……………………………………………………………………………………………………..
Adding/Updating Contacts ………………………………………………………………………………………………….. Creating
Vouchers …………………………………………………………………………………………………………….. Setting Up Online
Payments………………………………………………………………………………………………… 4. How to Create a
Competition………………………………………………………………………………………………. Competition Settings
…………………………………………………………………………………………………………. 5. How to Create a Season
……………………………………………………………………………………………………… Season Settings
…………………………………………………………………………………………………………………. 6. How to Create Grades
……………………………………………………………………………………………………….. Grade Settings
………………………………………………………………………………………………………………….. Setup Team to Season
Registration Form …………………………………………………………………………….. Setup Participant to Team
Registration Form ……………………………………………………………………….. 7. How to Register a Team
……………………………………………………………………………………………………… Link for Participants to Register
………………………………………………………………………………………….. Create/Allocate Teams to Grades
……………………………………………………………………………………….. How to Change Team Details
……………………………………………………………………………………………… 8. How to Register a Participant to a
Team ………………………………………………………………………………. View Participants in Competition
…………………………………………………………………………………………. View Participant’s Details
……………………………………………………………………………………………………. View Participants in Team
…………………………………………………………………………………………………… 9. How to Create Fixtures
………………………………………………………………………………………………………. Generate Fixture
……………………………………………………………………………………………………………….. Allocate Venues &
Times…………………………………………………………………………………………………….. 10. How to Enter Match
Results………………………………………………………………………………………………… 11. How to Access Fixtures,
Ladders & Results ……………………………………………………………………………. 12. How to Contact Team
Managers & Participants …………………………………………………………………….. 13. Reports
……………………………………………………………………………………………………………………………. 14. Support
…………………………………………………………………………………………………………………………….
AFL 9s / AFL X Coordinator PlayHQ User Guide 2
1. Logging in & accessing your database as an AFL 9s / AFL X Coordinator
To login and access any database go to https://afl.playhq.com/ and enter the
username & password you have registered.
When you have logged in you see the name of the centre you are Using as’ in the top left corner. If you are an admin for more than one centre you can click in theUsing as’ area and it show you a list of the centres you have
access to.
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2. My Organisation Admins
In the left-hand menu go to My Organisation then select Admins. Click on
Invite new admin.
Add the administrator’s details and click on Invite Admin in the top right
corner.
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3. My Organisation Overview
In the left-hand column go to My Organisation then select Overview.
Adding/Updating Details
Click on the Details tab. Add your organisation’s details. Click Update & Save
at the bottom of the page.
AFL 9s / AFL X Coordinator PlayHQ User Guide 5
Adding/Updating Details (cont)
AFL 9s / AFL X Coordinator PlayHQ User Guide 6
Adding/Updating Contacts
Click on the Contacts tab. Add one of more contact for your organisation.
Click Update & Save at the bottom of the page. Please note this information is
important as it appears on your organisation’s PlayHQ registration page.
Creating Vouchers
Vouchers are an exciting new feature in the PlayHQ platform which enable AFL
9s / AFL X centres to provide a discount to their centre registration fees at
the payment stage of the registration process. Click on the Vouchers tab. If
you wish to add a Voucher click on Create a Voucher, complete the required
fields, set Voucher can be applied at checkout to On and click on Create in
the top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 7
Setting Up Online Payments
Click on the Payments tab, click on Submit Payment Details and complete the
required fields.
Add Organisation details and select answers to GST questions..
AFL 9s / AFL X Coordinator PlayHQ User Guide 8
Setting Up Online Payments (cont)
Add Organisation bank details and representative details.
Select Photo Identification method, either Drivers License OR Passport and
upload image(s), agree to the Terms and Conditions, and click on Submit button
at the top of the page.
AFL 9s / AFL X Coordinator PlayHQ User Guide 9
4. How to Create a Competition
To create a Competition in the left hand menu click on Competition Management
and click on Add Competition.
In Competition type select Domestic, add a Competition Name (this can be the
same as the Association name), in Competition visibility select Visible and
click the Next button in the top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 10
How to Create a Competition (cont)
Select the Grade Default Settings. Ladder Settings & Visibility In the Game
outcome points you can click on the Information icon to view the ladder points
for a win, a loss, a draw, etc. If you would like to set different outcome
points you can select Custom and you own.
Game Settings In the Game Settings section select the Total game slot time
(mins), Period type, Set the length for each period (mins) and Period scores
settings.
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Game Settings (Cont) Select the Overtime and Extra scores settings for the
Competition then click the Create Competition button in the top right corner.
The Competition will be created with a confirmation message and the
Competition will be shown in the Competition Management list.
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Competition Settings If you need to change the settings in the Competition, in
the left hand menu select Competition Management and click on the Competition.
Click on Settings in top menu, then select either General or Grade Defaults
and make the changes.
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5. How to Create a Season
To create a Season in the left hand menu click on Competition Management,
click on the Competition and click on the Add Season button.
Select the Season Name and add the Start & End Date for the season.
AFL 9s / AFL X Coordinator PlayHQ User Guide 14
How to Create a Season (cont) Add any Exception Dates if applicable, select
the Venue for the competition, set the Season Visibility and click on the
Create Season button in the top right corner. Please note venues are created
at the national level, to have a venue added please contact you Region or
State administrator.
The Competition will be created with a confirmation message and the
Competition will be shown in the Competition Management list.
AFL 9s / AFL X Coordinator PlayHQ User Guide 15
Season Settings If you need to change the settings in the Season, in the left
hand menu select Competition Management, click on the Competition and click on
the Season. Click on Settings in top menu and make the changes.
AFL 9s / AFL X Coordinator PlayHQ User Guide 16
6. How to Create Grades
To create a Grade in the left hand menu click on Competition Management, click
on the Competition, click on the Season and click on the Add a Grade button .
As you select the Day, Age group and Gender the Grade Name will automatically
populate. You can add Division if applicable and edit the Grade Name if
required. Select the Grade Visibility and click on the Next button in the top
right hand corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 17
How to Create a Grade (cont) The Competition Settings will be passed down to
the Grade but can adjusted if required.
AFL 9s / AFL X Coordinator PlayHQ User Guide 18
How to Create a Grade (cont) Click on Add Grade in the top right corner and
the Grade will be created with a confirmation message and the Grade will be
shown in the Grade list.
Add further Grades as required.. Grade Settings If you need to change the
settings in a Grade, in the left hand menu select Competition Management,
click on the Competition, click on the Season and click on the Grade. Click on
Settings in top menu and make the changes.
AFL 9s / AFL X Coordinator PlayHQ User Guide 19
Setup Team to Season Registration Form Click on Competition Management, click
on the Competition, click on the Season, select Registration in the top menu,
ensure Association is selected in secondary menu and in Team to Season click
on the Set up Form button.
Add the Start date & End date for the Registration period and the Team fee.
AFL 9s / AFL X Coordinator PlayHQ User Guide 20
Setup Team to Season Registration Form (cont) Select the Grades to be linked
in the Choose Grades area.
Add information about your centre in the Pricing information & Additional
information areas, select the Registration visibility and click on the Save
button in the top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 21
Setup Team to Season Registration Form (cont) The form will be created with a
confirmation message and the option to setup a Participant to Team
registration form.
If you select I’m not ready you will be taken to a confirmation page showing
that the Team to Season registration form has been created and form settings
with a Registration Link.
AFL 9s / AFL X Coordinator PlayHQ User Guide 22
Setup Participant to Team Registration Form Click on Competition Management,
click on the Competition, click on the Season, select Registration in the top
menu, scroll down the page and in Participant to Team click on the Set up Form
button.
Add the Start date & End date for the Registration period and the Player fee.
AFL 9s / AFL X Coordinator PlayHQ User Guide 23
Setup Participant to Team Registration Form (cont) Add information about your
team in the Pricing information & Additional information areas and click on
the Save button in the top right corner.
The form will be created and you will be taken to a confirmation page showing
that the Participant to Team registration form has been created.
AFL 9s / AFL X Coordinator PlayHQ User Guide 24
7. How to Register a Team
Team coordinators can be directed to the play.afl website to locate the centre
they wish to register a team with. Centre coordinators can also provide the
link to the Team to Season registration form to team coordinators.
When they find their centre there will be a link to the PlayHQ registration
form, click on the Select button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 25
How to Register a Team (cont) Click on the Get started button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 26
How to Register a Team (cont) If they have previously registered in PlayHQ
(including registrations for other sporting codes) they can login to their
Play HQ account or they can create a new account.
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How to Register a Team (cont) When creating a new account there is a
verification process.
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How to Register a Team (cont) Add a Team Name, choose a Grade and click the
Continue button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 29
How to Register a Team (cont) Tick the checkbox to agree to the Terms and
Conditions. If there is a fee add the credit card details on the Payment &
Summary page and click on Confirm purchase.
AFL 9s / AFL X Coordinator PlayHQ User Guide 30
How to Register a Team (cont) When the registration process is completed the
system will advise they have successfully registered the team and provide an
option to register as a participant in the team.
AFL 9s / AFL X Coordinator PlayHQ User Guide 31
Link for Participants to Register When team registration is completed the team
coordinator will receive a tax invoice via email. They will also receive an
email confirmation that the team has been registered which will contain a link
for participants to register to the team.
AFL 9s / AFL X Coordinator PlayHQ User Guide 32
Create/Allocate Teams to Grades Centre coordinators are also able to create
new Teams and allocate Teams to Grades from with the database. To add a new
team click on Competition Management, click on the Competition, click on the
Season, in the top menu click on Teams and click on the Add a Team button.
Select the Age Group & Gender, add the Team Name and click on the Add team
button in the top right corner.
The team will be created and you will be taken to a confirmation page showing
the Team has been created.
AFL 9s / AFL X Coordinator PlayHQ User Guide 33
Create/Allocate Teams to Grades (cont) In the top menu click on the Grades
option and click on the + sign for the Grade you wish to allocate the team to.
Click on the + Allocate a Team button.
Select the Team and click on the Allocate Team button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 34
Create/Allocate Teams to Grades (cont) When the Team has been allocated you
will return to the Grades page which show the teams in the Grade.
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How to Change Team Details Click on the Teams option in the top menu and click
on the View button for the Team’s details you wish to change.
Click on the Edit Team button in the bottom right corner.
Edit the required details you wish to change and click the Update & Save
button in top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 36
8. How to Register a Participant to a Team
When team registration is completed the team coordinator will receive an email
confirmation that the team has been registered which will contain a link for
participants to register to the team.
The link can be forwarded to any participants to register with the Team. When
they click on the link it will take them to the Participant to Team
registration form.
AFL 9s / AFL X Coordinator PlayHQ User Guide 37
How to Register a Participant to a Team (cont) Click on the Get started
button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 38
How to Register a Participant to a Team (cont) If they have previously
registered in PlayHQ (including registrations for other sporting codes) they
can login to their Play HQ account or they can create a new account.
AFL 9s / AFL X Coordinator PlayHQ User Guide 39
How to Register a Participant to a Team (cont) When creating a new account
there is a verification process.
AFL 9s / AFL X Coordinator PlayHQ User Guide 40
How to Register a Participant to a Team (cont) The participant selects whether
they want to register themself or a new family member or dependant and click
on the Continue button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 41
How to Register a Participant to a Team (cont) Choose the Role and click on
the Continue button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 42
How to Register a Participant to a Team (cont) Complete all of the required
fields on the Participant Details page and click on the Continue button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 43
How to Register a Participant to a Team (cont) View the summary of the fees
payable if applicable, tick the box for opt-in communications (optional), tick
the box to agree to the terms & conditions and click on the Continue button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 44
How to Register a Participant to a Team (cont) If applicable enter credit card
details to pay for any fees and click on the Submit Registration button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 45
How to Register a Participant to a Team (cont) When the registration process
is completed the system will advise they have successfully registered as a
Player for the Team and provide an option to register as a participant in the
team.
AFL 9s / AFL X Coordinator PlayHQ User Guide 46
View Participants in Competition
To search for all participants in a Competition, in the left hand column
select Participants and you can search via First name, Last name or Email.
Or in the left hand column click on Competition Management, click on the
Competition, click on the Season and click on Participants in top menu.
View Participant’s Details
To view a participant’s details click on the View button for the participant
and you will able to view their details.
AFL 9s / AFL X Coordinator PlayHQ User Guide 47
View Participants in Team
To search for all participants in a Team, in the left hand column click on
Competition, click on the Season, click on Teams in the top menu, and click on
the View button for the Team.
AFL 9s / AFL X Coordinator PlayHQ User Guide 48
9. How to Create Fixtures
Generate Fixture When all the teams have been registered in a Grade or created
& allocated to a Grade you will be able to generate a fixture. Click on
Competition Management, click on the Competition, click on the Season and in
the Grades section click on Generate Fixture for the Grade you want to create
a fixture for.
Add the Grade start date, # of rounds, Frequency and if required Exception
dates .
AFL 9s / AFL X Coordinator PlayHQ User Guide 49
How to Create Fixtures (cont)
If the Grade is going to have a Finals series change the Finals button to
Active and select the Format you require.
Or if your format is not available and you wish to add Finals manually, scroll
down to Custom Format and select the number of rounds for your Finals Series.
Click on the Review fixture button in the top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 50
How to Create Fixtures (cont)
The Review Fixture will show the rounds and dates of the Regular Season & the
Finals as well as a list of the Teams in the Grades. If you want to make
changes you can click on the Back button in the top right corner. If you wish
to proceed click on the Generate Fixture button.
You will return to the Grades list with a confirmation message the fixture has
been generated.
Follow this process for the other Grades.
AFL 9s / AFL X Coordinator PlayHQ User Guide 51
Allocate Venues & Times
When the fixture is generated the matches and rounds appear in the fixture
view without venues and times. To view the fixture click on the View Fixture
button for the Grade.
There are 3 options to allocate venues & times to matches in the fixture: 1)
Manually via Edit Game Details (slow option) this option is used to update
one match at a time 2) Manually via Allocations -> Games (quick option) this
option is used to update one round at a time 3) Automatically via Allocations
-> Game Slots (quickest option) this option is used to update all matches in
the season at one time
AFL 9s / AFL X Coordinator PlayHQ User Guide 52
- Manually via Edit Game Details Go to fixture view in the Grade, click on
the 3 dots for the match you want to allocate and click on Edit Game Details.
In Edit Game section select a Venue, select a Ground, add the Start Time and click on the Update & Save button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 53
Manually via Edit Game Details (cont) You will be returned to the fixture view
in the Grade and the match details will be updated.
Repeat this process for all matches.
AFL 9s / AFL X Coordinator PlayHQ User Guide 54
- Manually via Allocations -> Games Click on Competition Management, click on
the Competition, click on the Season, in the top menu click Allocations and
click on the Games option in the secondary menu. Click on the down arrow next
to the month and click on the View button in the first date in the month.
Click and drag the blue highlighted matches in the Unallocated area into the grid.
AFL 9s / AFL X Coordinator PlayHQ User Guide 55
Manually via Allocations -> Games (cont) In the example below the match
highlighted green has already been allocated manually, one unallocated match
has been dragged to 8pm on Moor2, the other unallocated match has been dragged
to 9pm on Moor3 and there no matches left in the Unallocated area.
Click the Update Changes button in the top right corner and if there no
clashes the matches will turn color from blue to green and a message will
appear that the matches have been updated successfully.
AFL 9s / AFL X Coordinator PlayHQ User Guide 56
Manually via Allocations -> Games (cont) Return to the fixture view in the
Grade and the match details for the round will be updated.
Repeat this process for all rounds.
AFL 9s / AFL X Coordinator PlayHQ User Guide 57
- Automatically via Allocations -> Game Slots Click on Competition
Management, click on the Competition, click on the Season, in the top menu
click Allocations and click on the Game Slots option in the secondary menu.
Click on the View button.
Each match in a round is called a Slot match 1 = slot 1, match 2 = slot 2, etc. Each Slot can be allocated a specific venue and time for all rounds in a fixture. Click and drag the blue highlighted matches in the Unallocated area into the grid.
AFL 9s / AFL X Coordinator PlayHQ User Guide 58
Automatically via Allocations -> Game Slots In the example below Slot 1 in
each round has been dragged to 7pm on Moor1, Slot 2 in each round has been
dragged to 8pm on Moor2 and Slot 3 in each round has been dragged to 9pm on
Moor3.
Click the Update Changes button in the top right corner and if there no
clashes the slots will turn color from blue to green and a message will appear
that the slots have been updated successfully.
AFL 9s / AFL X Coordinator PlayHQ User Guide 59
Automatically via Allocations -> Game Slots Return to the fixture view in the
Grade and the match details for the season will be updated.
AFL 9s / AFL X Coordinator PlayHQ User Guide 60
Automatically via Allocations -> Game Slots This option can be used to
automatically allocate fixtures for multiple Grades at the same time. In the
example below the Slots have already been allocated for the Wednesday Open Men
Grade and the Slots can be allocated for the Wednesday Open Mixed & Wednesday
Open Women grades without any clashes occurring.
When the Update Changes button is clicked it will update all of fixtures in
the season for the Wednesday Open Mixed & Wednesday Open Women Grades.
AFL 9s / AFL X Coordinator PlayHQ User Guide 61
10. How to Enter Match Results
Click on Game Day in the left hand menu and select the date of the fixtures.
The full score Super Goals, Goals & Behinds can be entered or just the
total points can be entered.
AFL 9s / AFL X Coordinator PlayHQ User Guide 62
How to Enter Match Results (cont) The results will be updated and a result
added based on the scores that have been entered.
When the match has a result it is Locked. If a mistake has been made and the
score needs to adjusted click on the Details button for the match and click on
the Edit result button in the top right corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 63
How to Enter Match Results (cont) A warning message will pop up, click on the
Edit result button.
Update the score and click on the Update Changes button in the top right
corner.
AFL 9s / AFL X Coordinator PlayHQ User Guide 64
How to Enter Match Results (cont) The result will be updated, click on the
Done button in the top right corner.
The system will return to the Game Day page.
AFL 9s / AFL X Coordinator PlayHQ User Guide 65
11. How to Access Fixtures, Ladders & Results
Go to https://www.playhq.com/afl and search the Competition.
Click on the Competition.
AFL 9s / AFL X Coordinator PlayHQ User Guide 66
How to Access Fixtures, Ladders & Results (cont) Click on the Select button.
Click on the Select button for the Grade you want view.
AFL 9s / AFL X Coordinator PlayHQ User Guide 67
How to Access Fixtures, Ladders & Results (cont) The default will be to show
fixtures and results.
To view the ladder click on the Ladder button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 68
How to Access Fixtures, Ladders & Results (cont) To view the full ladder click
on the Show advanced ladder button.
AFL 9s / AFL X Coordinator PlayHQ User Guide 69
12. How to Contact Team Managers & Participants
Please refer to the Mailchimp Coordinator Communication Userguide.
AFL 9s / AFL X Coordinator PlayHQ User Guide 70
13. Reports
The Reports section in PlayHQ is very user friendly with one click reports
that download into CSV files. In the left hand column select Reports, in the
screenshot below we have selected the Competitions tab.
In the example below we want to run a Participation Report. Enter the
information required for the Report and click the Generate button. The Report
will be generated, a message will pop up at the bottom of the page. Click on
Go to Generated Reports.
AFL 9s / AFL X Coordinator PlayHQ User Guide 71
Reports (cont) In the Generated Reports area click on the Download CSV button.
A link to the report will appear in the bottom left corner, click on the link
and file will open.
AFL 9s / AFL X Coordinator PlayHQ User Guide 72
14. Support
AFL 9s Coordinator Resources A one stop shop for all your Coordinator needs,
visit https://play.afl/afl9s for all your AFL 9s needs. This website includes
all things from logos, marketing assets, support material that makes running
your AFL 9s session easy and much more.
AFL Customer Service team Our friendly staff are always here to assist all
questions relating to AFL 9s. Please contact our Customer Service staff on
afl.9s@afl.com.au who will respond and make your valuable role that much
easier. The team are there to help your competition coordinators, team
coordinators and participants as well, so for any questions that they may have
on their registration or AFL 9s leave it to our Customer Service team.
Participants can update their details at their leisure on their profile once
logged in here.
AFL 9s / AFL X Coordinator PlayHQ User Guide 73
References
Read User Manual Online (PDF format)
Read User Manual Online (PDF format) >>