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What is the myAthletics Portal?
The myAthletics Portal, which has been live since 2022, is now the sole platform for managing your club through Welsh Athletics. This enhanced system retains all the features of the previous Secretary’s Portal, with additional upgrades designed to simplify club management and reduce the administrative workload on volunteers.

Benefits of the myAthletics Portal
The myAthletics Portal offers a range of new features and improvements over the previous system, including:

• Simplified member management: Reduces paperwork and saves time on administrative tasks, making it easier to manage your club’s members.
• Member self-management: Athletes can update and manage their own profiles, reducing the burden on club volunteers for administrative updates.
• Centralised payment management: Clubs can collect membership fees and pay athlete registration fees in one place, with members making a single transaction.
• Instant registration status with Trinity: Using the payment function, clubs and Welsh Athletics can immediately verify whether an athlete is a fully paid-up and registered member, with no delay waiting for remittances to clear.
• Improved member interaction: Clubs can send emails, reminders, and payment requests to members, all of which are stored and recorded in the portal for easy reference.

The myAthletics Portal has a comprehensive FAQ section with step-by-step guides on how to navigate all aspects of the portal, from adding members and assigning club roles to managing payments.

Club Standards

Clubs are responsible for their own set of governance and ensuring the duty of care to their members.  To help clubs, there is a Club Standards checklist on the myAthletics Portal for clubs to complete. Please click here to watch a short video on how to manage your Club Standards on the myAthletics Portal. 

There are a total of seven Standards for clubs to complete. These are,

1. Constitution
   The club must have a written constitution that clearly outlines the club’s structure, functions, and operational rules.
2. Committee
   The club should establish a committee comprising members in key roles essential for running the club effectively. These roles should be representative of the club’s membership and include individuals with specific responsibilities (mandatory roles being Chairperson, Club Secretary, Treasurer, Membership Secretary, Welfare Officers)
3. Grievance & Disciplinary Policy
   The club must have a formal Grievance & Disciplinary Policy that provides a clear, fair, and accessible process for managing grievances and disciplinary issues within the club.
4. General Data Protection Regulation (GDPR) Compliance
   The club is required to have a Privacy Notice in place that informs members how their personal data will be collected, used, stored, and processed. The club must ensure compliance with current data protection legislation, with members aware of their rights and how their data is managed.
5. Inclusion & Diversity
   The club must have an Inclusion Policy that outlines its commitment to creating a welcoming and inclusive environment. The policy should specify how the club will make reasonable adjustments to enable everyone, regardless of background or ability, to participate fully.
6. Club Safeguarding Code of Conduct

i. Adoption of Welsh Athletics Safeguarding Policies & Codes of Conduct
The club confirms it has adopted the most recent Welsh Athletics Safeguarding Policies & Procedures, which should be readily accessible on the club website. Clubs are encouraged to link directly to the Safeguarding page on the Welsh Athletics website for the latest versions. Additionally, the club should ensure that all members are aware of their safeguarding responsibilities and agree to abide by the Welsh Athletics Codes of Conduct.

ii. Club Welfare Officers (CWOs)
The club must designate at least two CWOs (one male, one female)*. Each CWO is required to have:

• A valid, up-to-date DBS check.
• Completed the online Safeguarding in Athletics Course (available for £10 per person on the Athletics Hub, accessible anytime).
• Completed the Club Welfare Officer Training (Wales) Course (formerly Time2Listen), within the last three years. This course costs £35 per person and is offered periodically throughout the year.

             * Welsh Athletics will consider exceptions on a case-by-case basis, such as for smaller or female-only clubs.

      7.    Health and Safety 
             Clubs must have a Health & Safety policy in place and conduct regular risk assessments.

These Club Standards have been implemented to ensure that clubs are well-managed, resilient, and provide a safe and inclusive environment for all members.

We recognise that each club is unique and may be at different stages of development, with some clubs working towards meeting specific standards. There are resources and support available on the myAthletics Portal to help clubs reach all seven club standards. If your club requires additional support or has any questions regarding these standards, please don’t hesitate to contact us at office@welshathletics.org.

Managing Club Payments

The myAthletics Portal is a ready made vehicle for managing your club’s payments. Through the portal, payment requests and reminders can be sent directly to members—either individually or in bulk. Payments can be split automatically at the source, with part of the payment being redirected to Welsh Athletics for the athlete registration fee, and the remaining amount deposited into the club’s bank account as the membership fee.

To fully utilise the portal’s payment functionality, clubs will need to set up a Stripe account. Click here for a step-by-step guide on how to set up a Stripe account. If your club already has a Stripe account, there’s no need to create a new one; the guide also covers the onboarding process for existing accounts.

We highly recommend that clubs fully utilise the myAthletics Portal’s payment management function to reduce the administrative burden on volunteers.

However, we understand that some clubs may not be able to fully transition to the split payment function yet for reasons such as:

• Different affiliation dates from the Welsh Athletics year (April - April)
• Having already collected membership fees but needing to pay registration fees in April
• Collecting Welsh Athletics registration fees separately from membership fees

For further guidance on managing club payments through the myAthletics Portal, please refer to the dropdown lists below.