Club migration settings

MMM's implementation programme provides detailed control over the process of moving from your legacy system to MMM. One critical aspect is to ensure MMM designates new registrants as members even if they have not bought (or have recorded) a current membership subscription. Another is the date on which bookings need to be made from MMM and not from the legacy system. Transitioning members, who may not have a membership subscription registered on MMM yet, need to be assured they have access to court booking. The Migrations panel in Manage clubs allows us make some key settings as follows:

Transitioning from a legacy system

This must be set from the outset. It ensures that anyone who registers on MMM and links with the club is designated a member even though they have not bought a subscription on MMM. This is because, in all probability they already have a subscription that is recorded on the legacy system.

There is, of course, an opportunity for non members to link with the club and thus be designated as a member incorrectly (though the new member is given the opportunity to declare themselves as such at registration). During the member registration period, however, the membership secretary will be monitoring the influx of members as they link with the club and there is a reconciliation process that checks members off against a pre-loaded import of members from the legacy system. Together with close monitoring and the reconciliation process, such cases should be easily identified and actioned appropriately. On the members record in Manage members the membership secretary can switch off the auto designation of their membership.

Existing subscriptions need to be purchased post transition

During the transition period this must not be ticked. That way, members are not given the opportunity to buy a membership that would be valid now because they would be doubling up on one already bought and held on the legacy system. The same issue as noted above does exist for genuine new members - but they should be processed as a new member on the legacy system until the transition period is past.

There will come a time when any new users linking or registering with the club should be assumed to be new members and not existing members. Also, that any linked users who do not hold a subscription are to be deemed as non members. Naturally, there will be some members who will take their time in registering on MMM, but we can't wait for ever, and so the club must set a target by which date it is considered more useful to treat those who have not registered as exceptions rather than the norm. So once the point has been reached where the club considers the transition period over, this setting must be clicked on.

The main effect of switching this setting on is that linked users who do not have a current subscription as recorded on MMM will now be given the opportunity to buy one.

Temporary, transitionary membership product

The next three settings are specific to the ability for MMM to set a temporary membership record against new registrants in order to permission them to book courts at certain prices. This is necessary if court bookings are being implemented. The two dates represent a period of time during which court bookings will be made possible for anyone despite not having a membership recorded against them on MMM

1. First date on which bookings start - This should be set to the cut-over date when bookings are to be managed by MMM
2. Date by which all members have a subscription - This should be set to a date after which members will need an MMM registered membership to permit court bookings
3. Temporary product to use in the mean time - You must set up a transitionary product in Manage clubs that encapsulates the booking capabilities to be granted. Once set up, select it here and all linked users, during the period of the above two dates, will be deemed to own this product

The Date by which all members have a subscription should be the same date on which you intend to switch on Existing subscriptions need to be purchased post transition.