Processing new joiners

Registration

ManageMyMatch is an independent service to which users register in order for them to gain access to services provided by their club(s). The registration process happens entirely independently from any club. Once registered with ManageMyMatch a user may elect to join one or more clubs.

Your club may have been given a unique domain name with ManageMyMatch such as "acmeclub.managemymatch.com". Users who use a web url like this will have a more club-branded experience where the process of registration and joining the club is more seamless and recognisable as a process provided by the club itself. Apart from this, however there is no difference from using the standard www.managemymatch.com url. The user can use either url to access their ManageMyMatch account.

Having registered, the user in guided through a brief set of questions to obtain more details from them and to add any family members. This includes the option to join a club.

Once these details are complete the user would normally be invited to purchase a subscription or some other service from the club(s) they've joined up to.

This whole process is set out in detail in this article that includes sample screen shots of what the user is expected to see every step of the way.

"Linking" to a club vs buying a subscription & membership

When a user on ManageMyMatch "links" to a club it does not mean that they become a member. This is because membership is something that the club confers to someone and is typically evidenced by holding some kind of subscription. In ManageMyMatch, "linking" simply means the the user wishes to avail themselves of the club's services that are offered through ManageMyMatch. This may be in order to buy a subscription to become a real member or it maybe for some other reason. For example, they may be participating in an inter-club tournament or league which involves their use of the club's courts. Or it may be the user is a parent who needs to have an account with the club in order for their children to participate in a junior coaching programme.

So just because a ManageMyMatch user has linked with a club does not mean that they are a member. Conversely, it does not have to be the case for a club member to be linked to the club in ManageMyMatch - or indeed even to have a ManageMyMatch account. The club may well choose to have members on their books who do not use ManageMyMatch at all.

In other words, it is up to a club to define for itself what constitutes a member and it is up to the club the extent to which they wish to have their members represented on ManageMyMatch.

ManageMyMatch should be viewed as a convenient portal through which people can enjoy the services the club has to offer. The extent to which the club relies on ManageMyMatch is up to the club.

That said, in most cases, the club will find it most convenient to ensure all its members are on ManageMyMatch and that they offer as much of their services on line through ManageMyMatch as possible.

Member self-service

A core goal of ManageMyMatch is to reduce the administrative processes for the club as much as possible. So people are generally expected to register themselves, maintain their details themselves, record and update their family members themselves, join up with clubs themselves, buy subscriptions themselves, book courts themselves, sign up to events themselves and so on. Although on-line self service is fast becoming the social norm, there will always be members who wish not to engage in this way for one reason or another and the club will need to have processes and procedures to cater for this.

In order to benefit from the central record base of members that ManageMyMatch can provide a club, the club may also perform all the above on behalf of a member. They may add a user to ManageMyMatch and have them joined to the club by completing the form under the Add user tab in Manage members. They may assign a subscription or any other product to a member in the Products tab when reviewing a users details. For self-service accounts a club may not amend a users details - the user themselves have to do this. But for users that the club has added they can. These users are identified in ManageMyMatch as "Club managed" and, for Data Protection purposes, their details are the responsibility of the club and ManageMyMatch acts as the processor of this data.

Membership secretary role

In addition to whatever the club expects from a membership secretary they will also need to engage with the processes involving ManageMyMatch. This is particularly the case for joiners and leavers.

A membership secretary should be a club official (as maintained in the Officials tab of Manage [Club]). This allows them access to the Manage members page which, amongst other things, lists all ManageMyMatch users who are joined with the club (whether they are members or not).

It is also highly recommended that they opt in to receive an email every time a user joins or leaves the club. This can be done in About [Club] where an opt-in tick box is provided about the section that lists the club officials (of which the membership secretary will be one).

Not only will the membership secretary receive a notification of new joiners but they will also receive notification of subscription purchases. Either or both of these can be used as prompts to engage in any on-boarding procedure the club might have. This may well include the assignment of a security access keyfob, the code for which would need to be entered against the members details for the club in Manage members.

The membership lists includes a number of useful columns and filters to allow the membership secretary to closely follow or inspect the membership list at any time.