How do I reconcile new registrants during the transition phase?

During the transition phase an import of existing members will have been loaded into ManageMyMatch from the legacy system. This list of members may be reviewed in the Migration tab of Manage members. This screen allows us to review and match off members as they register and link with the club. Remember that this list only serves as a cross reference. All members have to register afresh to get into the system proper.

Against each member listed, the right hand column has a button that is either a yellow "minus" or a blue "match".

The yellow minus button indicates that the member is matched with an individual on ManageMyMatch and it's giving you the opportunity to reverse that match - this may be necessary if you think it's matched with the wrong person, or you wish to redo the match.

The blue match button gives you the opportunity to match the member with an existing registrant on ManageMyMatch. ManageMyMatch will automatically do this for you when the list from the legacy system has an exact email match with a new registrant. Otherwise, ManageMyMatch could never be sure to make the right choice (and making the wrong choice would not be good). When you click the blue match button you are provided with a choice of possibilities. ManageMyMatch calculates these possibilities given the details it has on the user and includes name matching, post code matching and others. If there are no possibilities then no choices are given. Each possible match is listed together with those fields that do actually tally so that you can make an informed choice.

The benefits of matching as many members as possible are twofold:

1. You can track and see who has or has not registered
2. A match will bring across any missing details automatically for the new registrant. For example, if the new registrant had not completed their address and it exists in the legacy listing then it will be filled out on the new member record. Perhaps more importantly, the members key fob number would be transferred. No details, however, are ever replaced on the new members record - only details that are missing entirely will be populated.

Conversely, in the Members tab of Manage members you can see which ManageMyMatch registrants have been matched with a legacy record. This is indicated by the two horizontal arrows icon which, if present, indicate that the member is matched with the legacy record. To see this column you must expand the listing to include all available columns - click the blue expand button top left of the listing.

Recommended regular procedure

Every few days, create two browser windows - one containing the Members tab and the other containing the Migration tab. Filter the members list by "Member not identified in legacy system" in the additional filters drop down choice. For each of those now listed see if you can find them in the Migration tab. If you can then clicking the blue match button should give you that individual to choose to match against.