Video Tutorial: Appointing a Representative

• The national online licensing system is a new way for you to do business with Fisheries and Oceans Canada - and, you have the option of using a representative.
• This tutorial will show you how to appoint a representative to use the licensing system for you - to pay your licensing fees, to print your licensing documents - and even to receive your notifications.
• If this is the first time you're logging in to the system, you may want to first watch our videos "Getting familiar with the new licensing system" - Transcript and "Getting your GCKey" - Transcript.
• So, let's get started!
• Once you've logged into the licensing system, the Notifications screen automatically appears.

Video shows the button clicking on the English "Login" button, audible click.

New screen appears

Video shows the Notification screen.

• Before you can add or change a representative, you'll need the delegation code of the representative you want to appoint.
• This code is different for every person and business - like a Fisher Identification Number - so if you're planning to appoint more than one representative, you'll need to get a delegation code from each of these representatives.
• When you're ready, click the "Manage Representatives" link on the left navigation menu under "Profile".

Video zeros in on the "Profile" section of the left navigation menu and the cursor appears going down to the "Manage Representatives" link and "clicks" the link. Audible click.

The "Representatives List" screen will appear.

• You'll notice two "sections" on this screen - one named, "Your Current Representatives", and the other: "People you Represent".

Video highlights the two sections closer.

• We're going to return to this screen after we've appointed a representative to show you how it will change. Right now, we don't have a representative, so we're going to click on the "Modify Representatives" button near the bottom of the screen.

Video focuses in on the "Modify Representatives" button, the cursor appears and "clicks" the link. Audible click.

A new screen called "Dashboard" will appear.

• This screen looks a little different from the licensing system screens because you're in a secure location of the Fisheries and Oceans Canada website.
• Appointing a representative to handle some or all of your licensing transactions will take a few steps in this secure area, and then you'll return to the licensing system by clicking the "Back to system" link at the top.
• So, first, you're going to choose "Manage representative records" - the fourth option on the bulleted list, by clicking the blue underlined link.

Video goes down to the fourth bullet, the cursor appears and clicks the "Manage representative records" link. Audible click.

• We're on the "Representative Records" screen, which shows us that there are no representatives appointed.
• Click the "Create new representative record" link.

The cursor appears and clicks the "Create new delegation record" link. Audible click.

• Next, you need to type in the delegation code for your representative in the outlined box.
• A delegation code is generally a 10-digit set of numbers.

Video shows the cursor appearing in the box, then a code is entered (8001234567) in the box.

• Once you've done that, click the "Next" button.

The cursor appears and clicks the "Next" button. Audible click.

• Now, you need choose the system that you want your representative to have access to.
• At present, the only DFO online system available that allows representative access is the licensing system - so it will automatically appear in the box.
• So, simply click the "Next" button.

The cursor appears and clicks the "Next" button. Audible click

• The representative you're appointing will appear in the "Representative details" box.
• You'll notice the name of your representative and the system you authorized them to access on your behalf.

Video zeros in on this box at the top of the screen.

• In addition to controlling who your representative is - only you have the power to choose what you want that representative to do for you.
• There are three roles that you give to your representative:
  • an administrative role, to receive your notifications and print your documents.
  • a financial role to handle licensing, fisher registration or vessel registration fee payments for you; and
  • an operational role, to manage licensing requests for you when this function becomes available through the system later in 2013.

Video shows the System role(s): box more prominently and each role choice (the check mark is clicked inside each box as each role is explained).

• You may also wish to give a representative more than one or even all three roles.
• You've successfully appointed a representative to help you do your business through the new licensing system!
• As you can see here, the name of the representative, the system that they have access to, and the roles you gave this person are all displayed in the representative records table.

Video centers in on the table and goes along the columns from left to right.

• When we return to the licensing system, we're going to see this same information in your "Representatives List".
• If you want to remove this representative, simply click the "Remove" link in the last column of the table.

Video shows the Remove link (but does not click the link).

• If you want to appoint another representative, click the "Create new representative record" link near the bottom of the screen - and repeat the process that we've just explained.

Video takes the cursor to the "Create new representative record" link, but does not click.

• If you're ready to return to the licensing system, click the "Back to Dashboard" button...

Video goes to the "Back to the Dashboard" button, the cursor appears and clicks the button. Audible click.

• ...then, click the "Back to system" link.

Video goes to the "Back to system" link, the cursor appears and clicks the button. Audible click.

• You will see that your representative now appears in the "Your Current Representatives" section of the "Representatives List".
• Note how the financial role that you assigned to this representative is signalled by the green circle with the check mark inside beside "Financial Functions".

Video focuses in on the "Functions you delegated" section, and to the "Financial Functions" and green circle bullet (green circle bullet is enlarged when describing it).

• You will also note that the administrative role (which is called "Profile Functions" in the licensing system) and the operational role are not roles that you have provided to this representative. This is represented by the red circle with the "x" mark inside.

Video enlarges the red circle bullets as they are described.

• Managing your representative records may be done at any time - and changes you make will be reflected immediately in the licensing system.
• For more information about representatives or the Department's new licensing system, visit the Frequently Asked Questions on our website.

Thank you for watching!