myATHLETICS Portal Help & Support
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Help & Support

FAQs

If you can’t remember your URN to log in to the portal:

  1. Head over to our Forgotten URN page
  2. Enter your DOB, First Name and Last Name then click ‘Next’
  3. You will be prompted to answer a security question, enter the answer and click ‘Next’
  4. Your URN will be displayed on screen, make a note of this number and keep it safe as you will need it to log in to your portal and for entering athletics and running events

If no user is found matching the details you have provided you will be asked to try entering your information again. Please make sure that you enter your information exactly as it is stored against your profile e.g. If you enter your first name as Sam but your profile has your first name stored as Samuel the system will not be able to identify you.

If you are unable to retrieve your URN through this process please contact Membership Services

If you forget your password do not fear you can reset it by following these steps:

  1. Head over to the Forgot Password page
  2. Enter your URN or email address and click ‘Reset Password’
  3. An email will be sent to your email address with a link to reset your password
  4. Click the link in the email

If there is not a valid email address associated with your account please contact Membership Services to add your email and retrieve your password.

If you do not receive the password reset email make sure you check your junk/spam folders and then try requesting it again through the Forgot Password page.

To access the Secretaries portal, you will need to be a Club/Membership Secretary registered with an England Athletics affiliated club or organisation.

If you already have an account with England Athletics and are registered as a member with your club the existing Club/Membership Secretary can add you as a Club/Membership Secretary and grant you access by following these steps:

  1. Go to the Club Profile page and in the My Club section click ‘Change’ next to the Club/Membership Secretary
  2. In the pop up click ‘Change’
  3. Enter the name of the new Club/Membership Secretary and click on the search button
  4. Select the new Club/Membership Secretary from the search results and click ‘Save’
  5. An email will be sent to both the old and the new Club/Membership Secretary advising them that their access to the Secretaries’ portal has been changed.

If you are currently a Club/Membership Secretary for a club you can resign from your position through the Secretaries portal as long as there is another Club/Membership Secretary already in position, just follow these simple steps:

  1. Log in to the Secretaries portal
  2. Go to the Club Profile page and in the My Club section click ‘Change’ next to the Club Secretary or Membership Secretary
  3. In the pop up click ‘Resign’
  4. In the warning pop up click ‘Yes’ to confirm you want to resign as Club/Membership Secretary

Please ensure you advise your club committee members before resigning from your position through the Secretaries portal.

If you are the sole Club/Membership Secretary in position then you will not be able to resign and instead need to change the Club/Membership Secretary position to another club member by follow the steps detailed below:

  1. Go to the Club Profile page and in the My Club section click ‘Change’ next to the Club/Membership Secretary
  2. In the pop up click ‘Change’
  3. Enter the name of the new Club/Membership Secretary and click on the search button
  4. Select the new Club/Membership Secretary from the search results and click ‘Save’
  5. An email will be sent to both the old and the new Club/Membership Secretary advising them that their access to the Secretaries’ portal has been changed.

Access to the myAthletics portal is automatically provided to all registered athletes.

To access the myAthletics portal you will need to be registered with an England Athletics affiliated club or organisation.

It is currently not possible to create your own account, you will need to ask your Club/Membership Secretary to add you as a member to your club and then you will be automatically sent log in details to access the myAthletics portal.

You can change your log in password through the myAthletics portal. To change your password, follow these steps:

  1. Log in to the myAthletics portal
  2. Click ‘Password & Security’ on the left-hand side menu
  3. Enter your current password and then enter your new password and confirm the new password
  4. Click ‘Save Changes’

Your password will be automatically updated.

Only an existing Club/Membership Secretary with access to the Secretaries portal can change the Club/Membership Secretary to do so follow these steps:

  1. Log in to the Secretaries portal
  2. Go to the Club Profile page and in the My Club section click ‘Change’ next to the Club/Membership Secretary
  3. In the pop up click ‘Change’
  4. Enter the name of the new Club/Membership Secretary and click on the search button
  5. Select the new Club/Membership Secretary from the search results and click ‘Save’
  6. An email will be sent to both the old and the new Club/Membership Secretary advising them that their access to the Secretaries portal has been changed.

If the new Club/Membership Secretary is not found using the search functionality detailed above the existing Club/Membership Secretary will first need to add them as a club member.

Please note you should never pass on your Secretaries portal log in details to another user to take over Club/Membership Secretary duties, this could cause significant log in and account management issues for both users.

To make changes to your club information click on ‘Club Profile’ on the left-hand side menu within the Secretaries portal. You can edit the following details:

  • Club image - click on ‘Edit Image’ to update
  • Club Secretary – click on ‘Change’ to update
  • Membership Secretary – click on ‘Change’ to update
  • Primary Venue – click on ‘Edit’ to update (NB. Primary venue should be the primary club venue not the home address of the Club/Membership Secretary)
  • Training Times – click on ‘Edit’ to update
  • Website – click on ‘Edit’ to update
  • Contact Preferences – click ‘Update’ to edit
  • Census – click ‘Update’ to edit

The club profile page displays the ‘Primary Venue’ information for your club – this is your club venue location not the home address of the Club/Membership Secretary. If you wish to add a ‘Secondary Venue’ to your club profile you can do this by following the below steps:

  1. Log in to the Secretaries portal
  2. On the ‘Club Profile’ page scroll down to the ‘Primary Venue’ field and click ‘Edit’
  3. Click ‘Edit’ next to the ‘Secondary Venue’ information and use the ‘Find Address’ function to add your address. If the address finder does not work click ‘Cannot find Address?’ to enter your address information manually
  4. Click ‘Save’, your ‘Secondary Venue’ information will be stored against your club

To enable England Athletics to monitor participation levels across the sport and assist in our reporting to Sport England and UK Sport we are required to hold accurate census information on all our affiliated clubs and organisations. To help us ensure that the information we hold is accurate we request that our affiliated clubs and organisations keep this information up to date through the Secretaries portal. The system registers when this was last updated and ask you to ensure this is updated at specific intervals, we thank you for your help with this important task.

The ‘Membership Summary’ for your club can be found at the bottom of the ‘Club Profile’ page. This information is based on the members that you have added through the Secretaries portal and the roles that you have assigned to these members e.g. Athlete, coach, volunteer etc.

If the membership numbers do not look right for your club please check that you have added all of your current members and assigned them the appropriate roles through the portal. You can view a data export list of all your members by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘All Members’ on the left-hand side menu
  3. Click ‘Options’ and choose ‘Export’ from the list of options. The export will display a list of all your current members along with details of what roles they currently have assigned to them.

Access to the Secretaries portal is limited to the Club and Membership Secretary for each club, this ensures that the personal data of your club members is kept secure and helps to reduce administration errors caused by multiple users accessing the system.

If you require access for additional club volunteers this can be provided by membership services on a case by case basis.

To change your club colours please email a copy of the design in colour to registration@englandathletics.org

Membership Services will then review against other clubs in the area and UKA rules to determine whether the changes can go ahead.

To add a new member to your club, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Add Member’ on the left-hand side menu
  3. Fill out the details in the member registration form, making sure you enter all of the mandatory information accurately
  4. Click ‘Create Member’
  5. A success message will be displayed detailing the URN for the new member

If you are adding an under 11 member you will be prompted to provide the name of a parent / guardian, their email address and confirmation of consent.

The system will automatically check whether the member you are adding already has an account with England Athletics and is registered with another club, if this is the case a pop-up message will appear to let you know. You are not able to add members who are already registered with other clubs, if you want to add a member as a second claim athlete please contact Membership Services.

You can use the address lookup to speed up address entry by entering a House Number and Post Code and clicking on ‘Find Address’. If the address you have entered is not found or you wish to add the address manually, click ‘Cannot find Address’ and you can input the full address.

To search for an individual member of your club follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘All Members’ on the left-hand side menu
  3. Enter all or part of the member’s name or their URN in to the search box then click the search button
  4. You will be presented with a list of members matching your search criteria

To search for a member with a specific role you can click on ‘Athletes’, ‘Coaches’, ‘Officials’ or ‘Volunteers’ on the left-hand side menu and search within these pages.

You can use the Secretaries portal to keep track of all your club members, including coaches, officials and volunteers as well as athletes. To update individual member roles, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘All Members’ on the left-hand side menu, you will be presented with a list of all of your current club members. The icons under the ‘Roles’ column show which roles an individual currently holds within your club (there is a key for these icons at the bottom of the screen).
  3. Click the pencil icon on the right-hand side of the ‘Roles’ column to edit the roles for that member
  4. From here you can change your member’s athlete registration type and choose from a series of other volunteer roles using the radio buttons and check-boxes
  5. Click ‘Save’ to confirm your role changes

Assigning roles for members will ensure that they appear in the relevant section within the portal i.e. ‘Athletes’, ‘Coaches’, ‘Officials’ or ‘Volunteers’

Please note, if you choose ‘No’ for both the ‘Athlete’ and ‘Volunteer’ roles the member will no longer show in your club member list.

If you need to view or update information about one of your club members follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘All Members’ on the left-hand side menu to view a list of your current club members
  3. Click on the member’s first name or last name to view their member profile
  4. Click on ‘Personal Details’ or ‘Contact Details’ on the left-hand side menu to edit information for the member
  5. Click ‘Save Changes’ to make sure your changes are stored for that member

These pages are designed to allow secretaries to administer members with different roles easily. From these individual role pages, you can;

  • Search easily for members with a specific role
  • View role specific information e.g. qualifications
  • Export a list of users with a specific role
  • Email users with a specific role
  • Add users with a specific role to a member group
  • Add notes to users with a specific role

A red warning icon will show in the ‘Pay’ column next to your club members on the ‘Pay Club Memberships’ page if you have not selected a membership type for your members.

To assign a membership type to your members click on the green pencil icon and select a membership type from the drop-down list, this will ensure that the icon is removed.

To set up different membership types for your club follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Settings’ on the left-hand side menu
  3. Confirm whether your club membership runs annually or rolling by choosing from the drop down at the top of the page
  4. Ensure that the check-box next to ‘Manage my Club Memberships’ is ticked
  5. Click on ‘Add Membership Fee’
  • Enter the name of your membership type in the first box e.g. Senior
  • Enter the cost of the membership in the second box e.g. 30.00
  • Tick the check-box if your membership cost includes the England Athletics affiliation fee NB - including this fee in your membership cost will make it easier for you to administer the England Athletics affiliation fees for your club
  • Click ‘Save’

The membership types that you set up will appear in the drop-down list of membership type options when you are adding new members to your club.

You can add, edit and delete membership types at any time through the Secretaries portal.

You can delete membership types from your club by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Settings’ on the left-hand side menu
  3. Click ‘Edit’ next to the membership type you want to change
  4. Click ‘Delete’
  5. Click ‘Save Changes’

The membership type will be removed from your list of memberships.

You can edit the cost of your different membership types by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Settings’ on the left-hand side menu
  3. Click ‘Edit’ next to the membership type you want to change
  4. Enter the new membership cost in the box
  5. Click ‘Save’
  6. Click ‘Save Changes’

The membership type cost will be updated.

You can change the membership type of individual club members by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay Club Memberships’ on the left-hand side menu
  3. Click the green pencil icon next to the member you wish to edit
  4. Select their new membership type from the drop-down list
  5. Click ‘Save’

If you want to change the membership type of multiple club members at the same time follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay Club Memberships’ on the left-hand side menu
  3. Tick the check-boxes in the first column for all members that you wish to update membership types for
  4. Click ‘Options’ and select ‘Membership Type, from the drop-down list
  5. Select their new membership type from the drop-down list – NB this will be assigned to all members that you have ticked using the check-boxes
  6. Click ‘Save’

If there are no membership types appearing in the drop-down list this means they haven’t been set up for your club.

To resign a member from your club, follow these steps:

  1. Log in to the Secretaries portal
  2. Choose the relevant page from the left-hand side menu e.g. Athletes, Coaches, Officials etc.
  3. Use the search functionality or scroll through the chosen page to find the member you wish to resign, then click the red cross icon next to them to resign them from your club

NB. If the member has only one role within your club resigning them will remove them completely from your list of club members.

You can add two sets of emergency contact details for each club member, these details will be shown in the Excel export of all member information.

To add emergency contact details for a member, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘All Members’ on the left-hand side menu
  3. Search for the member you wish to update and then click on their name, this will take you through to their member profile
  4. Click ‘Contact Details’ on the left-hand side menu
  5. Enter the emergency contact information for the member in the fields provided
  6. Click ‘Save Changes’ at the bottom of the page. The member details will be updated and you can navigate back to the Secretaries’ portal by clicking the link on the left-hand side menu.

Currently second claim members can not be added through the portal. To register an athlete as second claim, please email eligibility@englandathletics.org with a list of the athletes including their URN and DOB and our Membership Services team will add the athletes for you.

Checks on an athlete’s registration status can be made at www.englandathletics.org/licencecheck/ Competition providers can also upload spreadsheets of entrants / competitor details for automated checks to be carried out.

Up to five clubs can come together to create a Composite Team for specific team competition (as long as that Competition Provider allows this within their rules). Any application for a Composite Team must be in the interests of the athletes in the area of the team, such that it does not reduce their competition opportunities.

Applications for permission to form a 'Composite Team' shall be made on the application form by 30th September in any one competition year, together with a non-refundable registration fee of £30.00 payable to UKA. No additional fee is payable to the National Association.
Each 'Composite Team' will need to renew its status annually. Where this is not done the registration will be deemed to have lapsed. Lapsed teams wishing to reinstate their 'Composite Team' status will be required to complete the application process, including the payment of the registration fee.

You can download the 'Composite Team' application form from the Resources area of the Secretaries portal.

Yes, university athletes are free to compete for their university or college in open competitions as long as their first claim club is not competing in the same competition.

Under 20 and Senior Men and Women who would not be eligible to compete for Great Britain and Northern Ireland under IAAF Rules, whether permanently or temporarily resident* in the country, are only permitted to represent a club in open team competition as a first claim member if they have been registered with UKA by 1st January in the year of competition or have applied under Rule 21 S8 making application to the appropriate National Eligibility Committee for relaxation or exemption from the above. The Foreign Athlete Registration form can be found in the Resource area of the Secretaries portal.

You can send emails to your club members from the following pages; ‘All Members’, ‘Athletes’, ‘Coaches’, ‘Officials’, ‘Volunteers’.

To send an email follow these steps:

  1. Click on the page for the members you want to email from the left-hand side menu e.g. ‘Coaches’
  2. Use the check-boxes on the left-hand side of the page to select the members you want to email. You can use the check-box on the left-hand side of the grey title bar to select all members.
  3. Click ‘Options’ on the right-hand side above the grey title bar
  4. Click ‘Email’ from the list of options
  5. Use the email editor box to compose your email. The ‘From’ address will automatically default to your email address.
  6. Click ‘Send to selected’ to send to just the members you have selected from the previous screen or alternatively you can click ‘Send to all’ to send to all members listed on the previous screen. Click ‘Cancel’ if you no longer wish to send an email.

NB. A copy of your email will automatically be sent to the from address you have sent your email from. A record of your sent emails will be stored under ‘Email History.’

Yes! To include attachments with your emails to club members simply follow the steps detailed under the FAQ for ‘How do I send emails to my club members?’ and in the email editor box click on ‘Attach a file’ then ‘Browse’ to select an attachment from files on your computer to include with your email.

In accordance with the UKA Rules for Competition, clubs and organisations are required to pay the annual England Athletics affiliation fee in April each year.

To pay your club affiliation fee online follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay England Athletics’ on the left-hand side menu
  3. If your club affiliation fee has not been paid for the current year it will be automatically added to your basket in the top right-hand corner of the page
  4. Click ‘Pay Online’ at the bottom of the page
  5. Click ‘Yes’ to continue to online payment
  6. You will be directed through to our online payment gateway, follow the steps to enter your card details and complete the payment

To pay your club affiliation fee via invoice follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay England Athletics’ on the left-hand side menu
  3. If your club affiliation fee has not been paid for the current year it will be automatically added to your basket in the top right-hand corner of the page
  4. Click ‘Pay Online’ at the bottom of the page
  5. In the pop up click ‘Click here to generate an invoice instead’ to generate an order for the payment
  6. A pop up will display confirming an order has been generated and detailing the order reference number
  7. Click ‘View’ to view the remittance advice or ‘Print’ to print the remittance advice
  8. Payment can be made by completing a bank transfer using the following details:

    Payee                 England Athletics

    Bank                   Nat West

    Account              59025603

    Sort code            60 21 48

    Please reference the payment with your club name and invoice number.

  9. Alternatively, you can send the remittance advice along with a cheque (remember to write the order reference number on the back of the cheque) made payable to ‘England Athletics’ to: England Athletics Affiliation, Athletics House, Alexander Stadium, Walsall Road, Birmingham
    B42 2BE

NB. England Athletics cannot accept cash payments for orders. There will be an administration delay for processing payments received by cheque or BACS, we would encourage all clubs to pay online where possible to ensure that your payments are received and allocated as efficiently as possible.

In accordance with the UKA Rules for Competition, competitive athletes are required to pay an annual England Athletics affiliation fee to be eligible to compete in competitions held under UKA rules.

To pay your athlete affiliation fees online follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay England Athletics’ on the left-hand side menu
  3. Use the check-boxes under the ‘Pay’ column to select which members you are going to pay affiliation fees for
  4. Click ‘Pay Online’ at the bottom of the page
  5. Click ‘Yes’ to continue to online payment
  6. You will be directed through to our online payment gateway, follow the steps to enter your card details and complete the payment

To pay your athlete affiliation fees via invoice follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay England Athletics’ on the left-hand side menu
  3. Use the check-boxes under the ‘Pay’ column to select which members you are going to pay affiliation fees for
  4. Click ‘Pay Online’ at the bottom of the page
  5. In the pop up click ‘Click here to generate an invoice instead’ to generate an order for the payment
  6. A pop up will display confirming an order has been generated and detailing the order reference number
  7. Click ‘View’ to view the remittance advice or ‘Print’ to print the remittance advice, a copy of the invoice will also be sent via email to the Membership Secretary
  8. Payment can be made by completing a bank transfer using the following details:

    Payee                 England Athletics

    Bank                   Nat West

    Account              59025603

    Sort code            60 21 48

    Please reference your payment with your club name and invoice number.

  9. Alternatively you can send the remittance advice along with a cheque (remember to write the Order Reference Number on the back of the cheque) made payable to ‘England Athletics’ to: England Athletics Affiliation, Athletics House, Alexander Stadium, Walsall Road, Birmingham B42 2BE

NB. England Athletics cannot accept cash payments for orders. There will be an administration delay for processing payments received by cheque or BACS, we would encourage all clubs to pay online where possible to ensure that your payments are received and allocated as efficiently as possible.

If you are using the Payzip functionality which is built in to the Secretaries portal you will be able to send requests for your club members to pay their membership fees online, to do so follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Pay Club Memberships’ on the left-hand side menu
  3. Tick the check-box under the ‘Pay’ column for all members that you want to request payment from
  4. Click ‘Request Payment’ at the bottom of the page
  5. You will be shown a list of all of the members that you are about to request payment from, if you are happy with the list then click ‘Send Payment Requests’ at the bottom of the page
  6. An email will be sent to your selected club members inviting them to pay their club membership through our online payment gateway

NB. In order to request payment the member will need to have a valid email address stored in the system.

You can view your order history by clicking on ‘Order History’ on the left-hand side menu within the Secretaries portal.

By default, your orders will be displayed with the most recent order showing first. If you want to change the order in which your orders are displayed you can click on ‘Date Generated’ or ‘Date Paid’ to sort by these column headings. Alternatively, you can use the search tool at the top of the page to search for a specific order number.

From this page you can also:

  • Click ‘View’ under the ‘Details’ column to see the order details i.e. what payments the order is made up of
  • Click ‘View’ under the ‘Remittance’ column to view the original invoice associated with an order
  • View the current status of an order
  • Click ‘Pay Online’ to make a payment for any invoices where the payment is still marked as ‘Pending’
  • Export a list of all of your orders by clicking on ‘Options’ and then ‘Export’ from the ‘Order History’ page
  • Export the details of an individual order by clicking on ‘View’ to see the order details and then ‘Options’ and ‘Export’ from the order details page

You can pay orders that have not already been paid online by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Order History’ on the left-hand side menu
  3. Find the order that you wish to pay and click ‘Pay Online’ under the ‘Online Payment’ column
  4. You will be taken through to our secure, online payment gateway, enter your card details and follow the steps to make your payment

You can cancel an order that has not already been paid by following these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Order History’ on the left-hand side menu
  3. Find the order that you wish to cancel and click on the red cross under the Status column
  4. A warning message will display on screen, if you still wish to cancel your order, click ‘Yes’

You can use our secure online payment gateway, PayZip, to collect membership payments online through the Secretaries portal.

Once the online payment process has been completed, funds from the athlete’s payment are automatically transferred to the club’s bank account. If the club has included the England Athletics registration fee in their membership, the registration fee will be automatically paid to England Athletics and the member will be registered to compete as soon as England Athletics receive the payment.

To set your club up for using PayZip follow these steps:

  1. Log in to the Secretaries portal
  2. Click on ‘Settings’ on the left-hand side menu
  3. Click ‘Edit Payzip Settings’
  4. Click ‘Create Organisation in PayZip’
  5. The system will automatically populate the First Name, Last Name and Email fields with your profile information on the next screen, if you want to change these so that your PayZip account is linked to another user please edit these details. NB. These details are for the user who is responsible for the PayZip account they determine who will receive the payment invoices and can be updated at any time.
  6. Click ‘Create’ – your club will be assigned a PayZip Organisation ID
  7. Click ‘Set up Banking Details’, you will be asked to enter your Account Name, Account Number and Sort Code. NB. This will determine the account that all membership payments are paid in to by your members.
  8. Click ‘Save Bank Details’
  9. Click ‘Save Changes’ when you return to the PayZip Settings page

England Athletics have negotiated a transactional fee for online payments of 2.25% + £0.25 In line with the Payment Services Directive 2 legislation introduced in January 2018 these charges must be absorbed by the club and can not be passed on to the member paying by card.

You can access a ‘Banked Online Payments’ report relating to your club by clicking ‘Reports’ on the left-hand side menu.

This report shows a list of all online payments made to your club through the online payment gateway. You can click on the BACS ID to see a full breakdown of each payment by invoice ID and member details.

NB. If you are not using the Payzip payment gateway to accept online membership payments from your members you will not see this report.

In order to request payment from 2nd claim club members you need to create a membership type for 2nd claim club members.

To do this:

  1. Log in to the Secretaries portal
  2. Go to 'Settings'
  3. Click 'Add Membership Fee'
  4. Enter the name of the membership type e.g. 2nd Claim and then enter the membership cost. Make sure that you do not tick the box which says 'Includes fee' as this relates to the England Athletics affiliation fee which the athlete will already pay through their first claim club.
  5. Click 'Save'

Once you have the 2nd Claim membership type set up you can assign this to your 2nd claim club members through the 'Pay Club Memberships' screen and then request payment from them.

The ‘Groups’ feature of the Secretaries Portal is designed to allow clubs to place their club members into groups for easier administration, or to quickly email, export details or add notes to a specific, predetermined group of people.

A group can be created from the following pages in the Secretaries’ portal:

  • Pay Club Memberships
  • Pay England Athletics
  • All Members
  • Athletes
  • Coaches
  • Officials
  • Volunteers

To create your group, follow these steps:

  1. Select the members you want to be included in your group by ticking the check-box next to their URN.
  2. Click ‘Options’ on the right-hand side of the screen and select ‘Add to Group’ from the drop-down list
  3. If you have already created your group then you can select the group you want to add the members to from the drop-down list. If you are creating a new group, choose ‘(new group)’ from the drop-down list and enter the Group Name in the text box provided.
  4. Click ‘Add to Group’

To view details for your groups, click ‘Group Members’ on the left-hand side menu. You can use the ‘Group’ drop-down list to choose which group you want to view members for. The page will display a list of members included in that group.

Form this page you can also:

  • Remove members from groups
  • Email group members
  • Export a list of all group members
  • Add notes to all group members

To remove a member from one of your groups, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Group Members’ on the left-hand side menu
  3. Select the group you wish to delete a member from using the ‘Group’ drop-down list at the top of the page
  4. Click the blue cross next to the URN of the member you want to delete from the group
  5. A warning message will display on screen, click ‘Yes’ to confirm you wish to remove the member from the group

To email a group, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Group Members’ on the left-hand side menu
  3. Select the group you wish to email using the ‘Group’ drop-down list at the top of the page
  4. Click ‘Options’ on the right-hand side of the page and select ‘Email’ from the list of options
  5. The email editor will display, add the subject to your email and compose your message then click ‘Send to all’ to send the email to all members of the group

By default, the email will send to all group members. If you only want to send the email to some group members then make sure you select the members you want the email to go to using the check-boxes before clicking ‘Options’ and ‘Email’. You can then choose ‘Send to selected’ to just email the group members you have identified.

To export a list of group members, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Group Members’ on the left-hand side menu
  3. Select the group you wish to export using the ‘Group’ drop-down list at the top of the page
  4. Click ‘Options’ on the right-hand side of the page and select ‘Export’ from the list of options
  5. A download of the group member details will begin, you can choose to Open the file or Save it to your computer

NB. By default, the export will include all group member details. If you only want to export details for some group members then make sure you select the members you want the export to include using the check-boxes before clicking ‘Options’ and ‘Export’.

To add notes to group members, follow these steps:

  1. Log in to the Secretaries portal
  2. Click ‘Group Members’ on the left-hand side menu
  3. Select the group you wish to add a note to using the ‘Group’ drop-down list at the top of the page
  4. Click ‘Options’ on the right-hand side of the page and select ‘Add Note’ from the list of options
  5. The note editor box will display, type your note in the text box and then click ‘Add Note’
  6. A message will display confirming the number of group members your note is going to be added to, to add the note click ‘OK’

By default, the note will be added to all group members. If you only want to add the note to some group members then make sure you select the members you want to add the note to using the check-boxes before clicking ‘Options’ and ‘Add Note’.

You can edit your member profile information through the myAthletics portal.  All fields can be edited apart from; Title, First Name, Last Name, DOB, Gender as these fields are used to identify unique individuals, if you need to edit any of these fields please contact Membership Services.

To edit your member information, follow these steps:

1. Log in to your myAthletics portal

2. Click ‘Personal Details’ on the left-hand side menu to edit the following:

  • Address
  • Ethnicity
  • Religion
  • Sexual Orientation
  • Gender at Birth
  • Nationality
  • Discipline
  • Disability information

3. Click ‘Contact Details’ on the left-hand side menu to edit the following:

  • Email
  • Home Telephone
  • Work Telephone
  • Mobile
  • Emergency Contact Details

4. Click ‘Password & Security’ on the left-hand side menu to change your password

5. Click ‘Subscription Preferences’ on the left-hand side menu to manage the communications that you receive from Athletics Governing Bodies.

6. Ensure that you click ‘Save Changes’ at the bottom of each page to ensure that any changes that are made get stored against your member profile

You can upload an image to use as your member profile image through the myAthletics portal. If you are a coach or official this image will also be used on your license card. To upload your image, follow these steps:

  1. Log in to your myAthletics portal
  2. On the ‘Summary’ tab under ‘Personal Details’ click ‘Edit Member Image’
  3. Click ‘Browse’ to access image files on your computer and select the image you want to upload
  4. Click ‘Save’ and your image will be updated

NB. Images which are going to be used for coach or official licenses should be clear, current, passport style images. Unacceptable images include:

  • Images over 3 years old
  • Washout colour
  • Black and white images
  • With sunglasses or hat
  • Silhouette / shadow / spotlight at side angles
  • Blurry images
  • Watermarks over image
  • Slim / squash image
  • Damaged photo e.g. faint lines or holes across image

We take our responsibilities towards the welfare of young people and vulnerable adults in athletics very seriously and require everyone in athletics who has significant contact with children and/or vulnerable adults to have a Disclosure and Barring Service (DBS) check (which has replaced the CRB check). 

You can check whether your DBS check is up to date in your profile through the myAthletics portal, simply log in to the myAthletics portal. You will be taken to your ‘Summary’ page and can view your DBS expiry date in the ‘Personal Details’ section:

  • If you have no DBS check or your DBS check has expired this will be shown in red - please click on the link to 'Access online DBS' next to this to complete the online application.
  • If your DBS check is due to expire shortly this will be shown in amber - please click on the link to 'Access online DBS' next to this to complete the online application.
  • If your DBS check is fully up to date the date and status will be shown in green - you do not need to act, there will be no link to access the online DBS process. It is, however, worth noting when your application is due to expire so you can act a few months before this.

To change your first claim club you need to go through the change of club process, a flow chart diagram of this process can be found in the Resources area but the basic steps are listed below:

  1. Log in to your myAthletics portal
  2. Click on Club Transfer on the lef-hand side menu
  3. Click Start New Transfer
  4. Enter the name of the club you would like to transfer to and add some commentary relating to why you are leaving your current club
  5. Accept the terms and conditions and click Continue
  6. Click OK to confirm your transfer request

If an athlete has already transferred clubs within the previous 12 months, they will be asked to give reason for their second change.

If you wish to compete for a new club in a discipline for which your first claim club does not affiliate, for example, you are a road runner who wants to take part in track and field, you can join another club as ‘first claim other’.

This is done by submitting an ‘Other Discipline Application Form’ to England Athletics. This form can be found in the Resources area of the myAthletics portal. You are only required to pay the England Athletics athlete registration fee to your original first claim club.

Senior and Under 20 track and field athletes may apply to join another High Competition Club for a specific senior track and field league competition in which their first claim club does not compete. The application can be found in the Resources area of the Myathletics Portal and is the responsibility of the athlete to submit to UKA.

We take our responsibilities towards the welfare of young people and vulnerable adults in athletics very seriously and require everyone in athletics who has significant contact with children and/or vulnerable adults to have a Disclosure and Barring Service (DBS) check (which has replaced the CRB check). All licensed coaches are required to have a valid DBS check in order to validate their coaching license.

To check whether a coach at your club has a valid DBS and coaching qualification follow these steps:

  1. Log in to the Secretaries portal
  2. Go to the Coaches page listed on the left-hand side menu. Here you can view a current list of coaches for your club, see what qualifications they have and whether they are licensed.
  3. To view further information about that coach, click on their name and you will be taken through to their profile page which also shows their DBS expiry date:
  • If the coach has no DBS check or their DBS check has expired this will be shown in red - they will need to log in to their profile and follow the link to our online DBS check system to renew their DBS check
  • If their DBS check is due to expire shortly this will be shown in amber
  • If their DBS check is fully up to date the date and status will be shown in green

Alternatively you can use the UKA coach licence checker

If you have any queries regarding updating your DBS record or other welfare issues please contact the Welfare office on 0121 713 8450 or email: dbs@uka.org.uk

To check whether an official is currently registered and what qualifications they hold you can use the UKA licence checker.