The following topics are all relevant for the SportsTG platform:
- Member Sync members to ResultsHQ
- Member Sync - "Active" and "Financial" versus "Online" and "Financial"
- SportsTG Import Numbering Fix-Up
Member Sync members to ResultsHQ
To sync your members from the 3rd party registrations platform, make sure your members are Active and Financial in SportsTG
Note: If you need to re-import all the member numbers from scratch as you did not have these options selected when you undertook your first synchronisation, go to More - Numbers - Advanced Options and press Reset membership numbers. Then re-run the Member Sync process.
1. Import process - Click on the Members - Members Sync in the top navigation menu
2. Adjust your mapping if required (only need to do this once)
3. Enter your email - to get the notification when it's finished the sync
3. Press the Start Import Process
4. An email will be sent to this address once the sync is complete; for some organisations with a lot of data, the sync may take several minutes. For smaller clubs, it will be done in seconds.
The email will contain some data about what has just occurred e.g.
Synchronisation Rules
- This process is a one-way transfer from IMG to ResultsHQ. So if you want to adjust a members details, it is best to do this in IMG so that your updates then synch across to ResultsHQ.
- Families are determined in ResultsHQ by members email addresses. So if there are three members with the same email address in IMG, we assume they are the same family in ResultsHQ and group them. So please keep this in mind if creating dummy emails for families without an email address.
- Proof of Age - as only Financially Active members get synced into ResultsHQ, it is assumed that only members who are officially registered with the state body (shown Proof of Age and paid their fees and have a member number) are allowed in. We do not have access to the Proof of Age fields across multiple states, so we have defaulted Proof of Age to Yes as a result.
|
Who |
ResultsHQ Field |
IMG Field |
IMG Sync rights |
|
Family |
Centre Name |
Centre Name |
Identifier |
|
Family |
|
|
create/update |
|
Family |
Family ID |
|
create/update |
|
Family |
Password |
The first IMG member for a family (based on email) has their username allocated to all members of the family |
If RHQ doesn't have a password, then create one with SportsTG username, if one exists in RHQ (same or different) leave as RHQ has rights. |
|
Family |
Address 1 |
address 1 |
create ( to update a new family profile needs to be created with a new email) |
|
Family |
address 2 |
address 2 |
create ( to update a new family profile needs to be created with a new email) |
|
Family |
City |
Suburb |
create ( to update a new family profile needs to be created with a new email) |
|
Family |
state |
state |
create ( to update a new family profile needs to be created with a new email) |
|
Family |
postcode |
postcode |
create ( to update a new family profile needs to be created with a new email) |
|
Family |
country |
Australia |
create ( to update a new family profile needs to be created with a new email) |
|
Member |
CentreMemberID |
MemberID |
Identifier for each Member - Create and reference for updates |
|
Member |
first name |
First name |
create/update |
|
Member |
surname |
Lastname |
create/update |
|
Member |
date of birth |
DateOfBirth |
create/update |
|
Member |
age group |
ignore |
ResultsHQ logic - we calculate this based on 30/9 for that season as too many variations in data for this across states |
|
Member |
gender |
gender |
create/update |
|
Member |
createddatetime |
ignore |
ResultsHQ will time stamp the record based on when it id brought into the system |
|
Member |
membership id |
CompetitionNumber (issues as some clubs us member number in IMG other us competition number |
If RHQ has no number use IMG Competition number, if RHQ has a number then ignore IMG competition number and leave ResultsHQ number |
Member Sync - "Active" and "Financial" versus "Online" and "Financial"
Please note the following screens are not in ResultsHQ...They are from your SportsTG application only.
For your members to sync from SportsTG to ResultsHQ they must be Active (they have a green tick against their name in the member listing screen) and Financial (they have paid for the current season).
This screenshot shows you the member listing page and you can see the green ticks indicating that these members are Active.
To make a green circle a tick, just click on the circle...that's providing you are happy with their proof of age etc.
FYI here is the link to the SportsTG help topic - https://imgstg.zendesk.com/hc/en-us/articles/202376144-Member-Statuses-
SportsTG Import Numbering Fix-Up
If you make changes to the competition number in SportsTG you will need to reset your current member's numbers to then allow the Member Sync to import with correct new season numbers is as follows:
1. Go to Registration - Numbering
2. Then press on Show Advanced option
3. Then click on Reset membership numbers
4. Then type the word ZERO (in capitals) and press submit
5. Now do a fresh Member Sync. Note this will need to be performed whenever you have brought in new members from SportsTG
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