Full Suite - Roster Unification for Employees
- Benjamin Hacker
Table of Contents
Overview
In this guide we will explore the syncing process between CMA and the Website. We will look at how the Employee Profile is generated on the website from it’s creation in CMA.
Required Permissions
Admin
Accessing the Tool
Click System at the top of CMA.
Select System Settings.
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.
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 Employees.
Employee Type: Much like members, the Employee Type must be set in this tab for the Employees to sync to the website. If you have recently created a new Employee Type and none of the employees are showing, be sure to check here and ensure the type has been added. To add an employee type;
Select the lookup icon.
Check the Employee Type to add.
Resigned Employee Status: The Resigned Employee Status is used to expire an account on the website. Any status here will expire out the employee profile on the website and prevent the user from logging in. To add Resigned Employee Status,
Select the status lookup icon.
Check off the status that needs to be resigned.
Sync: CMA will sync to the website based on your sync cadence, usually set to be 5-15 minutes. If you require an immediate update to an employee web profile, navigate here and lookup the Employee and select Push Employee.
Save and Close: Once you have made all changes or manually synced your Employees to the website, be sure to save by clicking the green check in the upper left corner of the unification window and then selecting Save and Close in System Settings.
Usernames and Passwords
Configuring Username and Password
Usernames and passwords are generated during the first sync process after the Employee is created in CMA. Unlike Members, the employee’s username in CMA will be the username used on the website to login. This is able to be customized and stenciled to your club’s preference.
We do not recommend that the club uses numbers for the employee ID as there is a possibility that the employee number and member numbers could match at some point which causes display issues on the Primary Member’s web profile.
The default password for an employee will be whatever is configured for the member profiles but typically will be the employee’s last name, all lowercase. This too can be customized, just consult with a Clubessential Web rep to have this configured.
Troubleshooting Employee Login on the Website
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.
The easiest thing to do to assist an employee with their password issue is to click the link “send password reset link via email” if the email address is set to the employee’s profile.
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 employee will be prompted to update to a more secure password.
When all steps have been taken, select Save.
Best Practices
For Employee Setups and permissions please refer to our Employee Manual and our Full Suite Employee Management guides.
FAQs
