If you can’t remember your URN to sign in to the portal:
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 forget your password you can reset it by following these steps:
If there is not a valid email address associated with your account please contact the England Athletics Member Engagement Team to add an email address to your account and reset your password.
If you do not receive the password reset email make sure you check your junk/spam folders and try adding firstname.lastname@example.org to your list of safe senders.
If you have still not received it then you can try requesting it again through the Forgot Password page or contact the England Athletics Member Engagement Team.
To access the club management area of the myAthletics portal, you will need to be set up with Administrator access for 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 administrator level access by following these steps:
An automated email will be sent to both the old and the new Club/Membership Secretary advising them that their access to the club management area of the myAthletics portal has been changed.
If you are currently a Club/Membership Secretary for a club and wish to resign from your position you should first inform your Club Committee that you want to resign and then make sure that there is somebody else willing to take over your position before you resign. It is good club governance to always have a Club Secretary and Membership Secretary in post, where possible these should not be the same person.
To resign your position through the club management area of the myAthletics portal, just follow these steps:
An automated email will be sent to both yourself and the new Club/Membership Secretary advising them that their access to the myAthletics portal has been changed.
If you are an active member of the athletics and running community it is more than likely that you will already have a myAthletics account. Athletes, Runners, Coaches, Officials and Volunteers are added to the portal in the following ways:
If you do not currently have a myAthletics account and you think you should have please contact your Club Secretary or Membership Secretary and ask them to add you as a member of your club so that you can access the portal. Once your club has added you to the portal you will be sent details of how to sign in.
You can change your myAthletics password through the myAthletics portal. To change your password, follow these steps:
Your password will be automatically updated.
The club management area of the myAthletics portal contains personal data on club members and as such only a limited number of people are allowed access to this.
To have full access to the club management area you need to be listed as the Club Secretary, Membership Secretary or Treasurer for your club. If you think you should have one of these roles please contact your club in the first instance to make sure that you have been added correctly to the club.
If you are a Team Manager, Coaching Coordinator or have another volunteer role at your club which requires you to have limited access to the club management area of the myAthletics portal please again contact your club to make sure that they have set you up with that role in the portal.
If you are still having problems please Contact the England Athletics Membership Engagement team
Only an existing Club/Membership Secretary with access to the club management area of the myAthletics portal can change the Club/Membership Secretary, to do so follow these steps:
An email will be sent to both the old and the new Club/Membership Secretary advising them that their access to the myAthletics 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 myAthletics portal sign in details to another user to take over Club/Membership Secretary duties, this could cause significant sign in and account management issues for both users.
To make changes to your club information, sign in to the myAthletics portal and click on ‘CLUB PROFILE’ on the left-hand side menu. You can edit the following details:
NB. Changes made to your club details through the myAthletics portal will not automatically update the club finder tool on the England Athletics website. If you want your changes to be reflected through the club finder please Contact the England Athletics Membership Engagement team to let us know what has changed.
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:
The Membership Summary for your club can be found on the ‘CLUB PROFILE’ page and also on your dashboard when you sign in. This information is based on the members that you have added through the myAthletics 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:
If you need to add members to your club you can do this by clicking on the ‘Add Member’ button at the top of the ‘All Members’ page.
If you need to update the roles of your club members you can do this by clicking ‘View/Edit’ on an individual member and then clicking ‘Edit’ to update their roles through their profile.
Full access to the club management area of the myAthletics portal should be limited to the Club Secretary, Membership Secretary and Treasurer 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.
You can provide additional Club Committee members of your club with limited access to the club management area of the portal by assigning them the Team Manager role.
If you require full access for additional club volunteers please Contact the England Athletics Membership Engagement team as this may be provided on a case by case basis.
To change your club colours please email a copy of the design in colour to email@example.com
Our Membership Engagement Team will then review against other clubs in the area and UKA rules to determine whether the changes can go ahead. Once you changes have been approved you can then upload a new image of your Kit to your Club Profile via the portal.
To add a new member to your club, follow these steps:
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 as a competitive athlete at your club, the member will have to log in to the portal and request to go through the Change of Club process.
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 ‘Enter Manually’ and you can input the full address yourself.
To search for an individual member of your club follow these steps:
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 club management area of the myAthletics 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:
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 not to add an Athlete or Volunteer role to your member the member will be resigned from your club as they do not have an active role and 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:
These pages are designed to allow club administrators to administer members with different roles easily. From these individual role pages, you can;
To resign a member from your club, follow these steps:
If you need to resign multiple members from your club you can select multiple members at once and then use the Resign Members option that appears on the action bar at the bottom of the screen to resign multiple members in one go.
NB. If you resign a member from your club this will remove them completely from your list of club members and you will no longer be able to view their information.
If you have accidentally resigned a member from your club and you need to reinstate them you can do this by using the ‘Add Member’ process. Enter their personal details exactly as they are recorded in the database and the system will recognise the member and flag that the member is currently resigned at your club. You can then click on ‘Associate Member’ to reinstate them as a club member. You will be asked to confirm what roles the member should have at your club and then clicking on ‘Associate Member’ for a 2nd time will re-add them to your club.
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:
You can also advise your club members to sign in to the myAthletics portal themselves to add their own emergency contact details through their profile.
To add a 2nd claim member to your club, the athlete must have an Active Competitive athlete role at another affiliated club and they must have already paid their England Athletics registration fee through their first claim club.
To add an athlete as a 2nd claim member:
Individual 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. If you would like to request access to this bulk upload functionality please Contact the England Athletics Membership Engagement team
If you need to re-add a member who has been resigned from your club you can do that through the myAthletics portal.
It is not currently possible for members to add their own medical information through the portal.
Clubs can add notes to their members which can be used to store medical information, these notes can be edited and deleted as required.
To add a note to a club member follow these steps:
You can add the same name to multiple members at once by selecting multiple members from the member listing pages and then clicking 'Options' - 'Add Note'
To add a note to a club member follow these steps:
You can add the same name to multiple members at once by selecting multiple members from the member listing pages and then clicking 'Options' - 'Add Note'
Membership types are important if you want to manage both your club membership payments and England Athletics registration payments through the portal. If you want to use Stripe to collect online payments from your members then you need to make sure your membership types are set up correctly and that you have specified whether they should include the England Athletics registration fee.
To set up different membership types for your club follow these steps:
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 and edit membership types at any time but you can only delete a membership type once you have removed it from any existing members.
You can delete membership types from your club by following these steps:
The membership type will be removed from your list of memberships.
Please note that you are not able to delete membership types that are currently assigned to your members, you must remove all members attached to that membership type before the type can be deleted.
You can edit the cost of your different membership types by following these steps:
The membership type will be updated and all members with that membership type assigned to them will be updated.
You can change the membership type of individual club members by following these steps:
If you want to change the membership type of multiple club members at the same time follow these steps:
If there are no membership types appearing in the drop-down list this means they haven’t been set up for your club, you can add these through the ‘MEMBERSHIP FEES’ page.
The membership types which show in the drop down list relate to the membership types that have been set up for your club. You can edit these membership types by going to the ‘MEMBERSHIP FEES’ page in the myAthletics portal.
If you have old membership types that are no longer in use you can also choose to delete these through the ‘MEMBERSHIP FEES’ page.
It is not currently possible to set up ‘grouped’ membership types through the myAthletics portal. There is a lot of complexity involved in group membership types, specifically determining how many people are attached to each membership type and which members should be charged the EA registration fee. Currently the portal cannot support this but we have this logged with our developers as something to look in to as a future enhancement.
When allocating a membership type to a member you might see an error message on screen which states that the membership type could not be updated for that member. This will usually be due to the fact that the membership type has been set up to include the EA registration fee but the member you have selected is not a competitive athlete.
You cannot assign membership types that include the EA fee to members who are not set up as competitive athletes.
To change the ‘athletic status’ of your member so that they are marked as competitive:
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:
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 ‘CLUB EMAILS’ and you can click the ‘Details’ button on any email on this screen to view delivery and opening stats.
Your club members will be able to access a copy of all emails sent to them via the portal so if your club members do not receive the email please prompt them to log in and view the email details via their 'MY EMAILS' page in their profile.
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 at the bottom of the screen where it says Attachment click on ‘Browse’ to select an attachment from files on your computer to include with your email.
Please note that adding attachments to emails can reduce the deliverability rate as some email services don’t trust attachments from outside sources.
Yes! We recommend that where possible you personalise emails to your club members by including their name or first name within your Email Subject or Content.
You can use the following codes within your Email Subject or Content to personalise your emails to club members:
Your club emails are sent from the portal by our trusted email service provider and our delivery rates are constantly monitored to ensure that we are getting the best service. You can check whether an email has delivered to your members by:
If a club member has contacted you to say that they have not received your email you can check whether it was delivered by following the steps above and then ask your member to try the following:
If you are still experiencing issues with emails not delivering to your members please Contact the England Athletics Membership Engagement team
As a club administrator you have the option to email your club members from the portal.
When you are composing your email to your club members you can choose what the 'From Name' should be. This will default to your name as the logged in user but you can amend this to show your club name or an alternative 'From Name.'
You can also choose the 'From Email.' This will default to your email address as the logged in user but if you have additional email addresses saved against your account you can use the drop down list to use an alternative email address for sending your club emails.
If you would like to add an alternative email address to your account to send emails from the portal please Contact the England Athletics Membership Engagement Team who can set this up for you.
We’ve had to make some changes to the way we send emails from the new portal as were having a few issues with emails not being delivered. Originally we set them up to send from the email address you selected in the portal, however we were getting quite a lot of emails that weren’t being delivered as the email providers we were attempting to deliver to were blocking them. This was because they couldn’t validate that the from email address was really sending from our server address.
As of Monday 12th April we have changed the set up so that all emails sent from the portal send with the from email address firstname.lastname@example.org but the reply to email address is the one that you enter in the portal so your members can still reply to you. This seems to have improved the deliverability of emails quite significantly as that from email can be now validated as sending from our sever.
We now just need to change the label in the portal so that when you select which email address to use it is labelled as the ‘Reply to email’ rather then the ‘From email’ this will be done as part of our ongoing enhancements to the portal.
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. Your club will be able to pay the club affiliation fee from 1st April each year and has until 30th April to pay the fee.
To pay your club affiliation fee online follow these steps:
Please reference the payment with your club name and invoice number.
NB. England Athletics cannot accept cash or cheque payments for orders. There will be an administration delay for processing payments received by 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 registration fee to be eligible to compete in competitions held under UKA rules.
Clubs can use Stripe to request online payments from their members. If you are using Stripe you have the option when you set up your membership types to choose whether they should include the England Athletics registration fee. If you include the England Athletics registration fee in your membership type and send a payment request to your member then the England Athletics registration fee will be automatically transferred to England Athletics and you won’t need to do anything else. See the FAQ ‘How do I collect online membership payments from my members?’ for more information on this.
If you are using the portal purely to pay your member’s England Athletics registration fees and are not collecting or monitoring club membership payments through the portal or using Stripe to collect payments then you can pay for the athlete registration fees for your members by following these steps:
Please reference the payment with your club name and order number.
If you are using the portal to manage your member’s England Athletics registration fees as well as your club membership payments through the portal but you are not using Stripe to collect payments then you can pay for the athlete registration fees for your members by following these steps:
Please reference the payment with your club name and order number.
NB. England Athletics cannot accept cash payments or cheques for orders. There will be an administration delay for processing payments received by 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 online payments functionality which is built into the myAthletics portal you will be able to send email requests for your club members to pay their membership fees online, providing that your members have valid email addresses stored against their profiles in the myAthletics portal.
To send payment requests to your members:
NB. If you membership fees include the EA registration fee for athletes you should not send payment requests until on or after the 1st April each year.
You can pay orders that have not already been paid, online, by using our secure payment gateway provided by SagePay:
You can cancel orders that have not already been paid via the portal:
Clubs can use the online payment functionality which is built into the myAthletics portal to send requests to your club members to pay their club membership fees and EA registration fees online. Using the online payment functionality reduces the administration burden on clubs to collect payments in exchange for a small transactional charge of 1.4% +20p per transaction. The online payment functionality is integrated with Stripe, one of the most secure payment gateways used worldwide.
Once the online payment process has been completed, funds from the athlete’s payment are automatically transferred to the club’s bank account via Stripe. 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.
Your Club Treasurer and Membership Secretary will receive an automated receipt whenever a club member pays using the online payment functionality and you can keep track of your online payments through the Stripe reports which are integrated in to the portal.
You can use this link to access our user guide on how to get started with Stripe to collect online payments:
To set up Stripe for your club follow these steps:
You can access your club's Stripe reports by clicking on 'PAYMENTS' from the left-hand menu and then going to the 'Stripe Reports' tab.
This page shows a list of your most recent payout reports as generated through Stripe. If you have not yet started taking payments through Stripe there will be no reports found.
You can click on the report date to view the detailed breakdown for each payout.
NB. If you are not using the Stripe to accept online membership payments from your members you will not see these reports.
You can request and collect membership payments from your 2nd claim club members in the same way that you would 1st claim members, you just need to make sure that you create a membership type for 2nd claim club members which does not include the EA registration fee.
To do this:
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.
If you have queries relating to online payments and our secure payment gateway, Stripe please use the link below to access our user guide created specifically for England Athletics clubs.
Your payment request emails are sent from the portal by our trusted email service provider and our delivery rates are constantly monitored to ensure that we are getting the best service.
If a club member has contacted you to say that they have not received their payment request email you should try the following:
If you are still experiencing issues with payment request emails not delivering to your members please Contact the England Athletics Membership Engagement team
You can view your order history by clicking on ‘ORDER HISTORY’ within your profile in the myAthletics portal. Your orders will be displayed with the most recent order showing first.
The ORDER HISTORY will show the following orders:
You can view your club’s order history by clicking on ‘PAYMENTS’ on the left-hand side menu within the myAthletics portal and then clicking on the ‘Order History’ tab.
By default, your orders will be displayed with the most recent order showing first. You can use the search tool at the top of the page to search for a specific order number, member name or URN.
From this page you can also:
The ‘Groups’ feature of the myAthletics 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 myAthletics portal:
To create your group, follow these steps:
To view your existing groups, click ‘GROUP MANAGEMENT’ on the left-hand side menu. You will be shown a list of your existing groups with details of how many members are currently in each group.
You can click on the group name to view a list of the members that are currently in that group.
Form this page showing the list of group members you can use the circles to select group members and then use the Options drop down list to
To remove a member from one of your groups, follow these steps:
To email a group, follow these steps:
To export a list of group members, follow these steps:
To add notes to group members, follow these steps:
You can edit your member profile information through the myAthletics portal.
To edit your member information, follow these steps:
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 licence card. To upload your image, follow these steps:
NB. Images which are going to be used for coach or official licenses should be clear, current, passport style images. Unacceptable images include:
If you have uploaded a new image to your profile but you are not seeing the updated image on the screen it may be that you need to try clearing your website cache to get the image to refresh. You can do this by clicking Ctrl and F5 on your laptop.
We take our responsibilities towards the welfare of young people and vulnerable adults in athletics and running very seriously and require everyone in athletics and running 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 sign in to the myAthletics portal. You will be taken to the ‘MY PROFILE’ page and can view your DBS expiry date in the ‘Personal Details’ section:
If you have a coaching or officiating qualification you must have a valid DBS check in place in order to receive your licence.
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 ‘Useful Documents’ area of the myAthletics portal but the basic steps are listed below:
Your transfer request will be sent to club officials at your former club. The club has 28 days to respond to this request. If this is your first club transfer application in 12 months, once approved by your former club, your transfer will be completed the next day. If this is your second club transfer within 12 months, your application will go to the Eligibility Committee on the 11th of the month, and will be cleared on the 1st of the next month (subject to competition ban)
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 ‘Useful Documents’ area of the myAthletics portal under ‘Help & Support’. 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 ‘Useful Documents’ area of the myAthletics Portal under ‘Help & Support’ 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 and running very seriously and require everyone in athletics and running 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 and to have completed the UKA online safeguarding course in order to validate their coaching license.
To check whether a coach at your club has a valid licence and coaching qualification follow these steps:
Clubs can use the UKA coach licence checker to check the licence status of coaches and officials.
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: email@example.com
To check whether an official at your club has a valid licence and coaching qualification follow these steps:
To check whether an official is currently registered and what qualifications they hold you can use the UKA licence checker.