Help for using AssociationsOnline

Anyone can access by visiting: AssociationsOnline.

You will be able to enrol (create an account) into the new system, login if you are already enrolled or conduct a search for information about an association.  You will be able to purchase documents from the search function without being an enrolled user.

Read help guide 1 for more details. 

Enrolment is free and you will be able to connect to your association and keep a history of the information you have accessed in the system previously.

You will need to enrol if you want to submit changes to an association or lodge applications on behalf of an association, you will require an account.

Enrolled users can search for documents of associations you are linked to. These can be either:

• obtained free or purchased;
• can be downloaded and printed;
• emailed to an email address specified by you; or
• posted to an address provided by you.

If you require documents of associations you are not linked to, you do not have to log into the system to do this.  Simply select the ‘Incorporated association search’ button on the ‘Login/Welcome’ page. Once you have found the document/s you need, you can proceed to purchase, download, or have them emailed or posted to you.

Simply visit the AssociationsOnline system, and click on “Enrol” button on the right of the screen. Then complete the enrolment form.

You will need to set a password, which must be 8 or more characters in length and contain at least:

• 1 number; and
• 1 non-alphanumeric character (e.g. ~@#$%^&*()_+{}[]\|<>/).

Once you have completed and submitted the form you will receive an email with a link to confirm your enrolment. 

Read help guide 1 for more details. 

You will only need an email address and set a password to view and purchase information about an association. 

To be able to manage the information about your association, you will need the association’s registration number and be linked to the association as either a primary or authorised user. 

To access AssociationsOnline you will need:

• A personal computer or Mac running an internet browser. You can use Microsoft Edge, Internet Explorer 11, or the latest version of Chrome, Firefox or Safari. If you have an older version of any of these browsers you may experience difficulties in using the site. To upgrade your browser visit the specific website of each of these browsers.
• An internet connection.
• An optional printer or scanner if you wish to print downloaded documents, or to scan documents to be uploaded to the system.

You may be able to use some aspects of the site with a tablet or a smartphone, but you may not be able to upload or download documents, or view larger screens very effectively.

The following guides include screen shots to help you use the AssociationsOnline system:

While you are in the system, you can access the guides by clicking the “FAQ and help resources” button on the top right of your screen.

1. Help guide 1 covers: Enrol, login and search

• Welcome screen - enrol, login or search
• Forgot password
• Enrolment
• Search for an association

2. Help guide 2 covers: Manage my account

• Manage my account
• Update my details
• Change my password
• Change my security details

3. Help guide 3 covers: Manage my association/s

• Add an existing or new association
• Update associations details
• Lodge applications
• Notifications

4. Help guide 4 covers: Manage users

• Manage users dashboard
• Manage users - my account
• Manage users - authorised user accounts
• Invite new user
• New user requests

5. Help guide 5 covers: Find and buy documents

• Finding documents
• Review cart
• Ordering a Replacement Certificate of Incorporation
• Checkout - document payment
• Confirmation and download

6. Help guide 6 covers: Applications

• Lodging an application
• Application for incorporation
• Application to transfer
• Extension to hold an Annual General Meeting
• Change to rules
• Amalgamation
• Annual information statement
• Voluntary cancellation

There are several actions which are generic across all these processes such as:

• Next - saves the information on the current screen and takes you to the next screen.
• Back - takes you back to the previous screen.
• ‘Go’ or ‘Update’ - action any change or update you make.
• ‘Notifications’ – takes you to the screen displaying the notifications.
• Pay Now - Takes you to the screen to make a payment for the process you have just completed.
• Upload - Enables you to upload documents online.
• Declaration - Enables you to make a declaration as to your eligibility to provide the information and as to its truth and correctness.
• Download - Enables you to download documents you have submitted online.
• ‘FAQ and help resources’ -  view support material to assist you in using the system.

Please check your:

• Internet browser is compatible (LINK)
• Internet connection is still working
• incorporated association’s registration number (IARN) is correct.
• user name and password are correct.

If you have forgotten your password click on the ‘Forgotten password’ BUTTON on the Welcome screen to reset it.

Read help guide 1 for more details. 

If you are still experiencing difficulties contact the Associations team.

Does my password expire?

No. However if you forget your password or have concerns someone else is using it, you can reset your password online by clicking on the ‘Forgotten password’ button on the Welcome screen.

Passwords must be:

• 8 or more characters in length, and contain at least
• 1 number; and
• 1 non-alphanumeric character (e.g. ~@#$%^&*()_+{}[]\|<>/).

You will not be able to access the new system with your old details.

You will need update your enrolment with a new ‘login user name’ and password. From this point your email address will be your 'login user name'.

When the new system is launched, you will be sent an email with a link to update your enrolment. You will be taken to a screen which has been pre-populated with the information we hold about you in our current system.

Please update, add or delete any other information as required. You will be prompted to create a ‘login user name’ and password.

When you completed your update, you will be sent a confirmation email to the email address you have provided with a link to allow you to transition to the new system. In order to finalise your enrolment, click on this link to confirm your enrolment online within the AssociationsOnline system. If the confirmation email is not received within five minutes click on the ‘Resend the email’ tab.

From now on you will be responsible for managing your own password, including periodic changes to this password, in accordance with the requirements of your association. If you lose or forget your password, please access the 'Forgotten Password' link on the ‘Login’ screen to reset your password. 

The roles of primary and authorised users will be introduced in the new system. All users enrolled in the system prior to 1 July 2016 will be set up as primary users.

There can be two primary users for each association. Primary users must be a member of the association’s committee.

An ‘authorised’ user is an alternative person or persons with limited access to the system. authorised users can be any person nominated by the association’s committee

Primary and authorised users will be responsible for performing the activities listed.

You will be able to:

• update your address,
• change your password or security details, and
• view the details of associations you are linked to (via ‘Manage My Account’)
• update any linked association’s details (including the addresses), and
• lodge application forms for changes (via ‘Lodge application’).
• Add yourself as a user to an existing association – select the ‘Add an existing association’ tab.
• Set up a new association – select the ‘Add a new association’ tab.
• Read your notifications – select the ‘Notifications’ tab.

If you are a primary user you will also be able to manage other users.

You will be able to:

• update your personal details – address and contact details (email and telephone).
• change your security details (secret word, secret question and answer).
• change your password.

Read help guide 2 for more details. 

Only primary users have access to this function, which can:

• retire or change user types.
• Manage authorised user access to associations.
• Invite people to become new users.
• Accept or decline requests from other users to become an authorised or primary user.

Read help guide 3 for more details. 

To update your or your associations contact details, go to ‘Manage my account'  You must save your changes by clicking on the ‘Update’ button.

Read help guide 2 for more details. 

You will be able to lodge, update, view, download, purchase and review the history of the following applications:

• Application for Incorporation.
• Application to Transfer.
• Extension to hold an Annual General Meeting.
• Change to Rules.
• Amalgamation.
• Annual Information statement.
• Voluntary Cancellation.

There are several ways to access documents that you have either uploaded or downloaded.  You can:

• download and print documents.
• send the documents to an email address that you specify in the system. This can be a different email address to the one you use as your ‘login user name’.
• specify a postal address to have the documents sent to.

You will be able to track the status and availability of your submitted documents through the ‘Lodgements in Progress’ screen. 

The turnaround time for documents that are not immediately available will be indicated to you on the ‘Confirmations’ screen – i.e. the screen on which details of the documents you have downloaded are listed.

It is preferred that you upload documents in a ‘PDF’ file format, although ‘WORD’ documents and scanned documents will be accepted.

Be aware that there is a limit of 10 Megabytes per file being uploaded (e.g. if you have uploaded 2 files that are 8 Megabytes each, you will be able to upload both of these files).

You can pay for documents you upload or download online by using either a MasterCard or a Visa card.

We do not accept payment by direct debit or PayPal.

If you wish to pay by cheque or money order, download and print the relevant form for the service you require from the system, select your preferred payment option in the payments section, complete the form and post it to:

Associations
Locked Bag 100
EAST PERTH WA 6892.

Alternatively you can bring the form and cash, cheque or money order in person to:

Gordon Stephenson House
Level 2, 140 William Street
Perth WA 6000

Consumer Protection will accept all payments made by MasterCard or Visa. We recommend that you check on this point with your association and are compliant with their preferred method of settlement by credit card.

Funds will be debited from your credit card at the time you use it to pay for a transaction.