Introduction

A complete ManageMyMatch implementation systemises a wide spectrum of a clubs administration and operations. It does so by seamlessly integrating with best-of-breed services and products from 3rd parties as well as custom functionality specific to ManageMyMatch. Like ManageMyMatch, each system has secure access protocols so that the club may control and limit who has access to what. This article summarises what these partner systems are and who should be given access.

ManageMyMatch

Club officials and members all use the same web site to access ManageMyMatch using a two stage registration process that guarantees the identity of a user with an email address. Club officials have a special status on the system that provides them privileged access and control over club and member details. Club official status can be conferred to any user linked to the club - but only by another club official from the Officials tab in Manage clubs. Due care and consideration should be given to these assignments as club officials have full access to membership personal information. Club officials may:

1. Change the details of the club (its address for example)
2. Nominate or remove other officials
3. Define the club's court booking rules
4. Define the courts available and their booking times
5. Block book courts for any reason and displace existing bookings if necessary
6. Define "court sets" - the identification for certain courts at certain slots for booking delegation purposes or fee setting
7. Define products and subscription categories
8. Specify court access and booking permissions on a per event basis
9. Specify club teams on a per event basis
10. Put in place integration links with partner systems
11. Set club Terms and conditions that members are required to sign
12. Set club announcement banners for members to see on their screens and on kiosk screens
13. Review past, present and future bookings
14. Review management reports (court usage, bookings analysis, member engagement etc)
15. Review the full membership list
16. Review the subscription status and changes
17. Review member sports ratings
18. Manage the migration of members from a legacy system

Generally, the role of a club official would indicate which of these would be of interest. For example, the membership secretary would be concerned particularly with items 15 & 16. Roles are explained in more detail here.

ePosNow

ePosNow holds all sales related data for the club. Specifically, this means court fees, subscription fees and event fees as managed by ManageMyMatch. It also records all bar sales. The club may use it as the sales ledger and recording system for other sales - for example income from hiring out the club house. ePosNow also maintains the club balance for all members (and club teams).

ePosNow is also the system that provides the till(s) that the club uses in their retail outlets (bars etc). There are two levels of access to ePosNow

1. Till operation - bar staff should be given their own login to the till in order to serve and charge for food and drink
2. Back office operation - separate, administration logins can be given out to key club officials to perform the following:
   1. Set up the till configuration, define & price bar products and nominate the bar staff logins
   2. Create other "products" for sale and define a category hierarchy for financial reporting purposes
   3. Review and report on member balances
   4. Review and report on club sales
   5. Access to accounting information for audit/integration/transfer to the club's accounting system

For the latter, logins must be given out to trusted individuals because the back office system not only provides detailed records of member financial transactions but also gives a detailed break-down of the financial (income) performance of the club. It is recommended, therefore, that only those who are responsible for the club bar and other retail outlets are given logins alongside club officials who have specific treasury or financial reporting responsibilities.

Stripe

Stripe is used by ManageMyMatch as its principle payments processor provider. It is a leader in its field and is a certified PCI level 1 service provider. The club creates its own account with Stripe and links it with ManageMyMatch. Stripe provides a management console through which full reporting and control is available to review all payments made to the club via Stripe from ManageMyMatch. The Stripe management console is only accessible through secure, separate logins that the club can maintain for itself via the Stripe management console. The Stripe management console is really only necessary for financial accounting control purposes and reconciling payments made with the club's bank account. It is recommended that only those responsible for club treasury or accounting control are given logins to the console.

DoorFlow

DoorFlow is a cloud based service to provide door access and security control. ManageMyMatch integrates with DoorFlow to automatically control access to the club for its members. DoorFlow is a sophisticated security system in its own right and can be used to set up access for other individuals (cleaners, bar staff etc), curate more finely who has access when/where and to provide detailed reporting on member security activity. All this is available through their management console for which separate login access is required. It is suggested, therefore, that the club's security manager and their deputies are provided with their own logins to this service.

MailChimp

MailChimp is a leading provider of sophisticated mail-out capabilities adhering to relevant industry standards and regulations. ManageMyMatch has a deep integration with the service whereby membership details are seamlessly maintained in MailChimp to facilitate mail outs to various segments of the club's membership. For further details please read this article.

The club is responsible for creating their own MailChimp account and for linking it with ManageMyMatch. The club may then create other user logins to this account as appropriate. Logins can be permissioned, for example, to allow certain people to prepare emails but not send them. It is recommended that the club limits logins to trusted individuals who are able to send emails out to the membership.

Access recommendations by role

1. Treasurer
   • ManageMyMatch club official
   • ePosNow back office login
   • Stripe management console login
2. Team manager
   • ManageMyMatch club official
3. Bookings manager
   • ManageMyMatch club official
4. Events manager
   • ManageMyMatch club official
5. Membership secretary
   • ManageMyMatch club official
   • ePosNow back office login for subscriptions income reporting (optional)
6. Communications manager & deputies
   • MailChimp login
7. Security manager
   • DoorFlow management console login
8. Accounting and control
   • ePosNow back office login
   • Stripe management console login

The above is also summarised schematically here.