Transitioning members from a legacy system onto ManageMyMatch

Self registration

A major part of the implementation of ManageMyMatch for a club is to get all their members using ManageMyMatch.

This chiefly involves having members register with ManageMyMatch and joining the club. Because all members must establish their own login credentials and take responsibility for their personal details this task must be done by each individual member. There is no process that preloads the system with members details. While this might seem cumbersome, it's a relatively easy process for each individual and has the added benefit of enforcing full validation of all member details which may well have become stale or incomplete in the legacy system.

Legacy membership matching

However, the club cannot rely on all members duly registering in a timely manner. The process needs to be tracked and laggers need to be chased. For this reason, ManageMyMatch can import membership details from the legacy system so that it may cross check those who are registering. As new registrants are "ticked off" from the legacy list, this list provides details as to who and who has not registered.

This "ticking off" is attempted by ManageMyMatch automatically by matching the members email address. But it will often be the case that the new registrant will use a different (or up-to-date) email, in which case a match will not be found. For this reason ManageMyMatch provides an easy way for the membership secretary to identify new, unmatched registrants against the existing legacy membership list and to match them off manually.

When a match is found member details from the legacy list are copied into the equivalent details in ManageMyMatch. However, only missing data is copied over. Existing data already entered in ManageMyMatch is never overwritten. Details include any club-specific keyfob number.

Legacy membership reminders

It is only to be expected that members will take time to register and that they will need to be reminded. For this reason ManageMyMatch integrates with MailChimp to synchronise legacy member details and status - whether they have registered or not. MailChimp is a sophisticated tool for sending out smart, attention grabbing emails and this can be used to periodically send out reminders to members as identified on the legacy system's listing.

Subscription synchronisation

New registrants are not new members. Therefore ManageMyMatch needs to adjust the registration process to take account of this fact. This is done by marking the club as "In transition" which means that new registrants are assumed to be existing members and are only treated as genuine new members if the user ticks a box to say so.

The matching process can also assign relevant membership categories automatically to each registrant. This is achieved by preloading ManageMyMatch with a cross reference of membership categories as defined in the legacy system to the categories as set up for the club in ManageMyMatch.

Manual registration by the club

Some members may not want to register with a new system. In which case, the club must enter that members details manually into ManageMyMatch as a club joiner at which point the matching process will follow.