Please Note: The following Guide is intended for Admin use only. 

When Clubs have both the Clubessential Office and Website products, the systems work synchronously to ensure data in both systems is current, and accurate.  Sometimes, however, discrepancies between the systems can arise. This guide details how the systems and fields integrate, how to troubleshoot data discrepancies, and best practices to ensure the data is current and accurate in both systems.

It is important to note, the following key fields are the main fields of record that are located and sync between the Office and Website products.  While syncing of the data can go both ways, in general it is important to think of the Office system as the main system of record, and typically the one that will need modified if changes to many of the fields below need to be made.

Synced Fields:

• Member Number and Relationship Code

• Member Type

• Member Status

• Member Name

• Join Date/Membership Begins

• Gender

• Birthday

• Email

• Phones

• Addresses

• Custom Fields

• Member Photo

• Groups

Please Note: Edits to existing data related to address, email, and phone numbers (excluding deletion of data) may be made by the Member, and changes will sync to the Office system. Deletions of Member data are NOT ALLOWED on the Website.  If the Member wishes to clear data from one of the above existing fields showing on the Website, the Club employee with access to the field, will need to delete the data from the Member’s profile in Office on behalf of the Member.

• Member Jack Jones moved, and wanted to update his address on the Website.  Once he updates his information, the information will also be updated to his Member Profile in Office.

• The Club Controller got a call from a Member who is not seeing their information on the Website.  The Controller researched why using this guide, and was able to remedy the situation.