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Overview
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.
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. Use Case
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The Endpoint designates where the data is going (the Website), and by editing the settings within the Endpoint, a Club can control which Member Types push to the Web, which status indicates if a Member should be made Inactive on the Website, which Office groups sync to the Website, which Employee Types push to the Website, which status indicates that Employees should be Inactive, which Billing Items Sync to the Website, and which Photos (if any) are to be shared on the Website. Double-click the endpoint, or highlight the endpoint, and click edit to view the options below.
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Fields that Sync
Member Number
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Join Date or Member Since/Begins will impact whether an account shows active on the Website. If the join date is set for a future date, until that date arrives, the Member’s Website record will be inactive, and will not display
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CE Syncs two addresses by default per Member. Email addresses can be edited on the Website Profile and will Sync back to Office. Deletions are not allowed on the web if the member is not replacing it with a replacement value.
Please Note: Can Sync up to 3 emails if requested, but not common.
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Phones
Clubs can Sync up to 4 5 phone categories. In Office, the categories are: Home, Business, Fax, Mobile, Other. Changes can be made in either system and will Sync in both directions. Deletions are not allowed on the web if the member is not replacing it with a replacement value.
Office View:
Website View:
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Please Note: Clubessential must be notified if the name of an address category must change in Office as it will break the Sync for that particular address category. Back end configuration must be adjusted by Clubessential if name needs to change.
Deletions are not allowed on the web if the member is not replacing it with a replacement value.
Custom Fields
Up to 15 25 additional Custom Fields (data types must be text, date or numeric ornumeric yes/no) can be defined to sync from Office to the Website profile; but they will NOT SYNC BACK to Office.
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If a Member has a photo in Office, it will show on the Member’s website profile. . The Website is currently set to allow a Member to add or change their photo; however the image ‘pull’ (from the Website to Office) will only work if the Website image is a .jpg format. This is the preferred Office format.
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The username/password fields in Office are NOT a continual part of the sync. The username is typically derived from the Member number field on the first push of that Member from Office to the Website. Once the username is set in the Website profile, changes cannot be made in Office to update. Changing a Member number (ID) in the Office record will NOT change the username in the Website profile. The username/password must be updated directly in the Member’s Website profile once the profile exists on the Website.
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