Becoming a registered user

Registered users receive a discount on their licence fees when they pay by credit card or direct debit because of the greater efficiency of online services.

Having a User ID provides fast and convenient access to all online services for RSM’s Spectrum Management and Registration Technology (SMART) system plus other Ministry of Economic Development (MED) business units such as Companies Office and the PPSR.

If you are likely to use RSM’s online services regularly, getting a User ID offers a number of advantages.  For example, on the SMART website you will be able to:

• Control your User ID set up and determine the levels of access that any other users set up within your account have to other MED online services.
• Reduce data entry requirements - your details are stored for you to reuse each time you Logon.
• Pay by direct debit (available only to registered users) or by credit card (available to both registered and casual users).
• Access electronic copies of your invoices (Direct Debit customers only).
• In the future access additional functionality such as the ability to upload supporting application information direct into the system at time of application.
• In the future you will be able to keep track of your activities online via your User ID with a personalised Submitted Document Log and Search Log.

• What will it cost?
• Payment options - you choose!
• User administration overview
• Maintaining your logon details 
• How to register as a user
• Participating websites
• Further information

What will it cost?

It is free to become a registered user!  There are no joining or maintenance fees and you will be charged only for services you use.  Payment is made by charging your direct debit facility or your credit card as you go.

For RSM services, fees are only payable for annual licence fees and when RSM performs engineering certification.  Details of these fees can be found in Schedule 6 of the Radiocommunications Regulations 2001.  To view a copy visit www.rsm.govt.nz then choose Licensing – Licence Fees – Current fee schedule.  Alternatively call us for a copy of our brochure ’Paying your licence fees – what are the options?’

Payment options – you choose!

Direct Debit – If you choose to open a direct debit facility a direct debit authorisation form will be emailed to you to complete and post back to us.  Please allow five business days to process your direct debit setup.  Our Revenue Team will send you an email when your direct debit authorisation has been processed and activated.

Once your direct debit has been activated at the end of each month your organisation (or its branches) will receive an original invoice by email for all transactions charged during the preceding month.  Alternatively you can download a copy of your invoice directly from the website.  The invoice amount will be direct debited approximately 20 days after the invoice is sent.  Because RSM is part of the Ministry of Economic Development, invoices will show the Ministry’s name but the invoice will be broken into specific branches (with headings such as RSM) in the description field of the invoice.

Credit Card - Credit card transactions are processed using 128-bit encryption technology.  Your credit card details are transferred in such a way that the Ministry of Economic Development does not see or store them.  Your transaction is validated in “real time”.

A ‘Fee Summary’ screen will identify services that have an associated fee, so you can decide whether or not to proceed with each service.

User Administration overview

The User Administration tool is structured at three levels:

1. Customer account level - containing customer or organisational details;
2. Branch level - groups within a customer organisation (optional);
3. User level - individuals within an organisation or its branches.

Maintaining your logon details

An administrator is appointed within your organisation to maintain your customer or organisation details.  The first registered user is automatically assigned administrator status, but this can be changed at any time.  Once the administrator has logged into the website and selected User Administration from the left hand menu, they can:

• Maintain your organisational details (including branch details if required)
• Create additional users and administrators
• Restrict the sites and services individual users can access
• Modify user details, including changing passwords and closing individual’s User IDs
• Download electronic invoices and data files. 
   

Note: It is important to maintain your organisational and user information so RSM has your correct and current details if we need to contact you about your direct debit facility.  For more information on maintaining your details refer to our Training Guide available from our website or call our freephone for assistance.

How to register as a user

To get a User ID, visit www.rsm.med.govt.nz then:

1. Select the Get User ID button in the black menu bar at the bottom of the screen.
2. Complete the following sections of the online ‘Customer Details’ application form.  (Note: Fields marked with an asterisk* must be completed).

   • User Details

   • Customer Details

   • Payment Details 

   • Sites and Services

3. Once the application form is completed click Save to continue.
4. Read the Terms and Conditions and Privacy Statement then tick the box to indicate that you have done so.  Select Continue.
5. A confirmation screen will be displayed including your User ID and User Name.
   
   Important
   Click on the OK button to confirm the set up of your User ID before proceeding. Your User ID will only be validated for you to be able to log on to our websites if you click on OK.
   
6. The SMART homepage will be displayed and you are logged in as a User and Administrator of your User ID.
7. We will email your User ID number to you.  Please ensure you keep it in a secure place as you will need it when you access any Ministry of Economic Development websites.  You can access online services as soon as you have been allocated a User ID number and password – you will receive notification of these by email.
8. If you signed up for direct debit, complete and sign the authorisation form emailed to you.  Return the completed direct debit form to us by post – the address is on the form.  During our processing time, you can use all the extra facilities available to registered users and can pay for any chargeable services by credit card.  You will be notified by email when the direct debit is operational by our Revenue Team.
9. As the administrator you can now select User Administration - User Details on the left hand menu and Create User or Modify User to manage the users for your organisation.

The sections to complete in your online application

User Details

The details of the first user who will also be the administrator.

• First Name(s) *
• Last Name *
• Password * - You must enter the same password in both password fields as a check.  Your password must have at least seven characters, including at least one alphabetic (A-Z) and one numeric character (0-9) and is case sensitive.
• Expire password after - If you want your password to expire after a specified number of days, check this radio button, then enter the number of days after which the password should be expired.  You can choose any number between 1 and 99 days.  Alternatively, if you do not want your password to expire choose Password never expires.
• Telephone Number *
• Fax Number (optional)
• Email Address * - please verify this is correct, we will send your logon details to this address.
• Include user's password in email (optional) - We will email confirmation of your user details to you on completion of your registration.  If you want this email to include your password, tick the box next to the Include User's password in email field.

Customer Details

These are the details of the organisation for which you work i.e. Joe’s Radio Shop, CommsWorld, or Satellites-R-Us.

• Organisation Name *
• Customer Category * - pick from the drop-down list.
• Telephone *
• Fax Number (optional)
• Email Address for Invoice (optional) - complete this field to receive original invoices automatically via email at the end of each month.  If you do not complete this field, invoices will not be emailed and you will need to remember to access this site to view a copy online.  If you want to receive invoices at branch level, you need to complete the Email Address For Invoice field on the ‘Branch Administration’ screen.
• Postal Address *
• Street Address (optional) - only enter an address here if it differs from the postal address already supplied.
• Enable the creation of branches (optional) - change this field to Yes if you want to create an organisation structure with branches.  Branches can be invoiced separately and can be used to obtain individual invoices for users or groups of users.

If you are setting up a branch structure you will complete payment details for each branch via the ‘Branch Details’ screen.  If you are not setting up a branch structure, or if you have users who are not going to be assigned to a branch, complete the following fields.

Payment Details

This section allows you to specify how you will pay for chargeable services.
You can choose to pay by credit card or leave the field defaulted to a payment method of Direct Debit.  If you set up a credit card only facility you can add direct debit details at a later date, if desired.

If you choose to pay by direct debit, you must enter the details of a bank account from which direct debit payments can be made.  A direct debit will take up to five working days to activate from when we receive your completed authorisation form.  If you set up a direct debit facility you can still choose to pay by credit card for a particular transaction at the time of the transaction.

Direct debit setup: We will email you a direct debit authorisation form as a PDF file.  You will need Adobe Acrobat Reader 5.0 or above installed to be able to view and print this form. Links are available on our website to download the software you need.  From the left hand menu on the SMART website (www.rsm.med.govt.nz) choose Site Information then Site Software.  From the RSM website (www.rsm.govt.nz) choose the About this site option in the website footer then choose Installing the Acrobat Reader.

For direct debit payments, you can enter a direct debit limit for transactions in a single month.  Once you reach or exceed this limit with a transaction you will be notified and no more direct debit transactions will be accepted that month.  Please be aware that fees for RSM services can amount to tens of thousands of dollars (depending on the expiry dates of licences), so be mindful of setting a realistic limit.

Sites and Services

This section allows you to specify the sites and services that Users can access.
To allow all options, leave the boxes blank.  To restrict access to a particular website, use the Add buttons to display a pop-up list of sites or services and click on an entry to choose it.  To choose multiple entries, hold down the Control [Ctrl] key and then click on each entry you want to select.  Select OK to exit the pop up list and insert the chosen options in the box.

Some other sites, such as the Companies Office, allow users to further choose a restricted list of services for the selected websites.  This can be done by selecting the services in the same manner as sites were selected.

Note

You should keep the following information handy to refer to when using online services: 

Participating websites

You can use your User ID to logon to any of the following Ministry of Economic Development websites.  For some websites you are required to logon to access specific services (for more details see the specific website):

www.rsm.med.govt.nz (Radio Spectrum Management)
Free phone 0508 RSM INFO | 0508 776 463

www.companies.govt.nz (Companies Office)
Free phone 0508 COMPANIES | 0508 266 726

www.iponz.govt.nz (Intellectual Property Office of New Zealand)
Free phone 0508 4IPONZ | 0508 447 669

www.insolvency.govt.nz (Insolvency and Trustee Service)
Free phone 0508 INSOLVENCY | 0508 467 658

www.ppsr.govt.nz (Personal Property Securities Register)
Free phone 0508 PPSRINFO | 0508 777 746

www.motortraders.govt.nz (Motor Vehicle Traders Register)
Free phone 0508 MOTORTRADERS | 0508 668 678

www.societies.govt.nz (Incorporated Societies and Charitable Trusts Register)
Free phone 0508 SOCIETIES | 0508 762 438

Further information

On the RSM website (www.rsm.govt.nz) you will find a range of resources to help you use RSM’s services.  You will find answers to common questions, forms, fee schedules and training guides that step you through our online services.

You can also Ask us a question online to easily and quickly find answers to the most common questions about RSM’s services.

Keep up to date with news and developments for RSM and other groups in the Ministry of Economic Development - subscribe to our free electronic newsletter, Business Update.  Sign up online at http://news.business.govt.nz.