RosterSync:  Data Synchronization

Most organizations have one or more data sources which should contribute to the roster/marketing database that is part of the Axis website system.  Rostersync automatically imports, converts and verifies data for the Clubessential online Roster/Marketing Database.

Data Sources:  

To date the system can synchronize with fifteen member billing systems (IBS, Jonas, Club Systems Group, Club Software, TAI, NorthStar, ClubTec, ClubSoft,  Abacus21,  etc.), and several other custom sources.  RosterSync can also be structured to accept data from more than one source simultaneously.

Data Conversions: 

The first generation of RosterSync was a “raw transfer” where the accounting data was simply copied across for use in the online roster/marketing database.  Within a few weeks, we realized that simply copying data was insufficient – the data needed to be converted in the process to a “member-facing” format.  We pulled RosterSync from the market and spent an additional nine months building  a rules-based conversion engine.  Now each client receives a custom built “stencil” of rules for converting their data sources to member-facing roster items. Such rules may, for example, cause certain data items be broken into multiple parts, or perhaps convert cryptic codes into an English equivalent.This automated conversion process is easy to set up and is especially useful when different departments have alternate names for the same things. 

Verification: 

When RosterSync was first released, Clubessential learned that there are various ways that member accounts can appear to have been deleted when in fact they should not be deleted. Some clubs, for example, change member numbers when a member upgrades from one membership type to another. The member number may change but the member remains the same. Other clubs may accidentally submit the wrong accounting file for synchronization.

To avoid the possibility that a club might accidentally delete the historical data for an individual in the online Roster database, RosterSync compiles a list of account deletions that would cause loss of historical data and presents this list to an administrator for review and verification before any deletions take place.

Primary Breakout: 

Sometimes older member billing systems are not based on relational database designs. They may pack all the family member data into one “Primary” account instead of creating an individual account for each person. This can create problems in a number of situations. For example, when the son of a member wants to play golf at the club, certain rules apply that require different treatment for the son than the father, but if both the son and father share the same account, there may not be room to store multiple sets of rules for each person.

RosterSync’s “Primary Account Breakout Option” resolves this dilemma by automatically splitting primary accounts into their respective family member accounts. For example, there could be separate accounts in the website for the primary member, spouse and children (there would be accounts for children if they had certain privileges) and when the contact information in the back office system primary account is updated, RosterSync will push those changes out to every member associated with that primary account. This allows the club to have multiple web users under each membership primary account without any data management overhead. With multiple accounts per primary membership, the primary member and their spouse can be targeted differently based on their preferences, opt-in groups, event registration, privileges , etc.