Overview

• In this guide we will explore the syncing process between CMA and the Website. We will look at manual syncing and the fields that sync from Office to Web and those that will sync from Web to Office.

Required Permissions

• Admin

Accessing the Tool

To access your club’s Roster Unification settings in CMA, go to:

1. Click System at the top of CMA.

2. Select System Settings. 

3. Navigate to Website.

   • Take note of your club’s sync frequency. This is the sync cadence for your club’s settings to update to the website.

4. Double Click on the club’s URL and the unification settings will launch.

• The Top section of this window is managed by Clubessential to configure your syncs. The URL field is the club’s website.

• The Username and Password fields will be set during implementation, do not change these as this is needed by Clubessential for the sync. These are tied to a website system user titled, “OfficeAPIdonotdelete”. 

• You can click Validate to confirm that the url is good and that username and password for the CE web admin user has not been changed. 

Unification Tabs

The tabs seen on the bottom half of the website Endpoint control various sync settings and rules. Below we will discuss what each tab relating to Roster Unification for Members:

1. Member Types: This tab shows the Member Types that are set to sync to the website. If a Member Type is not present in the list shown, none of the members who make up this type will sync to the website. To add Member Types to the list,

   • Select the lookup button and then check off the Member Type.

   • There is also an option to make sure all newly created Member Types are automatically selected in this list, check the box if this suits the needs of your club.

2. Resigned Member Status: This tab houses the member statuses that you do not want to have access to the website. The statuses shown in this tab will “expire” a member’s profile preventing them from logging in to the website.

3. Member Group: This tab contains the Member Groups that you have created in CMA and wish to utilize on the website. To add newly created groups, select the lookup button and locate the new group and check it off. Once synced the group will be useable on the website.

4. Custom Fields: The website allows you to see the Custom Fields that you have decided to build for your member profiles but there are some limitations to which custom fields will sync.

   • There are 15 spaces allocated for text or yes/no custom fields, 5 for numeric custom fields and 5 for date custom fields. Custom fields are a one way sync which means they will only update from CMA. 

   • We recommend that the custom fields are set to read only on the website as if a member tries to update them, it will revert back to what CMA has after the next sync takes place.  

5. Sync - This tab is for manually syncing changes to the website. Depending on your club’s sync cadence, your system should sync every 5-15 minutes. If you need to see immediate updates, feel free to use the manual sync option.

   • The items listed on the left side of the Sync tab allow you to push the updates made within the last X(sync cadence for your club) number of minutes. Clear out the date and select Run Push.

   • The pull options in the middle will pull in changes made on the website to items that are able to be pulled in. Things like Email and Physical Address, Phone Numbers, and Pictures can be pulled in. Select the date you want to go back to for changes and select Run Pull, this will pull any changes from the selected date to now. 

   • You can push individual Members and Member Images using the settings to the far right.

6. After any changes or manual syncs, be sure to properly save and close. This means clicking the green check mark in the top left corner of the unification window and then selecting the Save and Close icon for system settings.

On the website side, Clubessential Support can edit the field settings for your member profiles. We can control the labels for the profiles and make changes to the user’s name, member type, address, phone number, and gender sections.

From the website, Clubessential can also set what members are allowed to edit. Some fields that we do not recommend editing are things like Member Type or Birthday but things that can be edited would be Gender or Username/Display Name.

Direction of Sync

Certain information can only be updated in CMA while others can be updated on the website and synced back to CMA. In the next two sections we will take a look at the fields that be updated in CMA only and those that will update if changed on the website.

Fields that sync both ways:

• Gender.

• Birthdate (not recommended to sync from Website to Office but possible). 

• Emails 1&2.

• Phone 1-5.

• Address 1-5. 

• Member Photo (if website image is a .jpg). 

Note: Any of these fields that are deleted as opposed to updated/changed on the web will not sync to office.  The next sync from office will set these fields back on the website profile.  These must be deleted from CMA.  

Fields that sync from Office to the website: 

• Member ID (Office) / Member Number (Website).

• Relationship. 

• Member Type (Office) / Membership Level (Website).

• Status (Office) / Expiration Date (Website).

• Title. 

• First Name.

• Middle Name. 

• Last Name. 

• Suffix. 

• Custom Text Fields 1-15 

• Custom Numeric Fields 1-5 

• Custom Date Fields 1-5 

For Member profiles on the website, the username box in CMA is not for the website.  The first time a member syncs to website, the system will create a username and password for that member.  Usually this will be the member number as the username and the password is the member’s last name all lowercase. This is a setting that is decided on during implementation so while this is the most common setup, your club may differ.

Roster Visibility 

There are 3 controls for whether a member will show in the Directory on the website;

1. Member type: The check box “Visible on Web Roster” in the member type is the first place this setting must be enabled. Member Types that you do not want to display on the website should not have this field checked.

2. Member Status: The checkbox “Visible on Web Roster” in the Status Definition should be checked for all member statuses that you wish to show in the Directory.

3. Member Profile: The checkbox “Visible on Web Roster” within the Web Settings tab on a member’s profile must be checked in order for this member to display on the Directory.

Note: If the check is missing from any of these locations, the member will not show on the directory. Unless entire member types, like Reciprocal or Guest, it is best practice to set types and statuses to show and control individual members to ensure large groups of members who should show, will show.

If you need more information about these settings, please see our guide on Managing Members.

Usernames and Passwords

Configuring Username

Usernames and passwords are generated during the first sync process after the member is created in CMA. The club can customize and choose what is used from the member profile in CMA to build the Username and Password. The field must be unique for usernames which is why typically clubs opt for the member number to be the username and the member’s last name (all lowercase) will be used for the first time password. Users must change their password during their first login.

Troubleshooting Member Login

To assist the member with their username/password:

• Navigate to the member’s profile by searching for them in the Directory, select the member, then scroll and select Edit this User. 

• Unless specified otherwise, members can change their username. 

• Clubessential can lock this if you do not want members to change them. 

Passwords are encrypted so admins cannot see what the password was.  If the checkbox for ask user to change username/password is still checked, that member has never logged in so the password is still the default. 

1. The easiest thing to do to assist a member with their password issue is to click the link “send password reset link via email” if the email address is set to the member’s profile.

2. If no email address is on file, you can wipe out what is in the password field and type in a new password.  (We recommend using what the club uses as default).  Make sure to check the box to “change at next login” so the member will be prompted to update to a more secure password. 

3. When all steps have been taken, select Save. 

Relationship Settings

How a secondary/spouse member shows on the website is controlled by the member’s profile in CMA. On the website a numerical format is used to determine the type of account that the user has. A primary account is given the designation of 0, a Spouse account is given the designation of 1, and all other dependent accounts are given a designation of 2,3,4… depending on the number of dependents.

• Primary member accounts, in CMA, are typically just the member’s number with nothing additional added to them (XXXX).

• The spouse account, in CMA, is typically given a -1 or A designation. (XXXX-1, XXXXA).

  • Spouse Accounts have a special designation in CMA. On the Spouse Member Type, be sure to check the “Is Spouse” box. This will ensure that when a spouse is applied to a Primary Member, they will appear in the spouse section of the primary’s profile. If the member type does not have “Is Spouse” checked, they will appear as only a dependent.

  • This association for the Spouse will only happen for the first spouse, if a Primary member remarries, the new spouse’s account will need to be applied to the Primary’s profile manually within the Spouse section.

• The Dependent account would then be the next letter or number in the order that they were added to the Primary Member’s AR (XXXX-2, XXXXC).

Best Practices

• Custom Fields: If you are wanting your custom fields to sync to the website, be sure to reach out to Clubessential Web Support as additional stenciling is required to get these fields to show on a member’s profile.

FAQs