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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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Content
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Accessing Toolset to Manage Sync (in Office)
The Club can access the Toolset for managing the sync in Office by clicking on the System tab (across the top) in Office → System Settings → Website → Clubessential → double click the URL. The Endpoint Editor will now open.
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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.
Fields that Sync
Member Number
The Member ID field in Office syncs to the Membership Number/Relationship Field in Axis.
Please Note: Changes to a Member number can ONLY be made in Office.
Member Relationship Code
Member Relationship Code is derived from the extension of the Member number to indicate a Spouse/dependent. It is not an actual field in Office; it pulls directly from the Member Number Field.
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To ensure all Spouse Member types are flagged correctly, go to Membership (at the top in CMA) → Types → right click on the Grid to customize the columns and add the is Spouse field to the grid. All Spouse Member types should be flagged (Is Spouse field checked). When these are set properly, new Spouse Members will populate the Spouse Member Area of the Primary Members profile properly.
Member Type
The Member Type field can only be set or changed in Office. When this field is changed in Office, it will be updated the Member’s Website profile.
Office View:
Website View:
Member Status
Member Status (does not show in Website profile as ‘status’, but syncs to Membership Expires field). All Active status, as defined in the Office sync tool, will display a default date of January 1, 2100 in the Website profile. When a Member’s status in Office is changed to an ‘inactive’ status; the Sync will push over a Member expiration date. It is very important NOT to DELETE a Member record in Office before the Sync has time to update the status/expiration date in the Website profile. The Sync does not include ‘deleted’ Office records.
Office View:
Website View:
Member Name
Member name fields include: Title, First, Middle, Last, and Suffix. The Member name fields can NOT be edited on the Website (they are locked). These fields can only be changed in Office.
Office View:
Website View:
Join Date/Member Since (Web Label)
Join Date or Member Since 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
Office View:
Website View:
Gender
Gender will display M/F or N if not assigned in Office. This can be changed in either Office or the Website Profile and changes will Sync in both directions.
Office View:
Website View:
Birthday
The Birthday field can be configured to Sync in both directions; however we advise that Clubs do NOT allow Members to change the DOB in the Website and typically lock that field. If a Birthday is not set in Office, the Website field will display a default date of 1/1/1900.
Office View:
Website View:
Emails
CE Syncs two addresses by default per Member. Email addresses can be edited on the Website Profile and will Sync back to Office.
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Office View:
Website View:
Phones
Clubs can Sync up to 4 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.
Office View:
Website View:
Addresses
Up to 5 address fields may sync back and forth between Office and the Website. The address types are programmed from Office (System Settings → Addresses), based on Club’s preferences/definitions at time of implementation.
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.
Custom Fields
Up to 15 additional Custom Fields (data types must be text, date or numeric) can be defined to sync from Office to the Website profile; but they will NOT SYNC BACK to Office.
Member Photo
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.
Groups
Groups can be created in the Office system and synced to be utilized on the Website. These groups can NOT be edited on the Website. The ONLY exception to this rule is a Static/Opt-In group created in Office. A Static/Opt-In group will display in the Members Website profile; allowing Members to ‘opt-in’ to these groups. These are the only group changes that will pull back into Office.
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On the Website, groups that Sync from Office are labeled Office in the Synced column.
Fields that do Not Sync:
Username/Password
The username/password fields in Office are NOT part of the sync. The username is 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.
The example below shows how the system auto populates the Username/Password when the Member is initially pushed from Office to the Website. As shown below, the ‘777’ Member number is auto populated by the Website system in the Username field. The password takes the data from the last name field and converts it to all lowercase.
Resetting UN/PW for Website
The Username/Password can NOT be reset in Office. The change must be made directly in the member's Website profile.
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If the Member does not have an email on file, physically reset the password by typing in a new one in the Password field and re-type the new password in the Confirm Password field to confirm the new password. Best practice is to return the password to the original default of the Members last name, all lowercase. After resetting the Member’s password, check the Ask user to change username/password on next login box to ensure Member is prompted to change their password on next login.
Troubleshooting Scenarios
Scenario 1
Member changed Member type and Member number. Mr. CE Test and Mrs. CE Test changed from Member number 999 to 888 and they changed their Member types.
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In the Website profile, in Admin View → Interface links, the same unique number will appear and be used for the Office sync. When you update data such as Member number, type, or personal data it is tied to this unique Member ID and not the Member number itself, and therefore processes the data appropriately.
