Create a membership with no end date for your favorite and premium member
Clubs have the option to create life memberships for specific members (e.g. veteran, VIP, premium) and it’s a simple process!
1.
Head to Membership and create a New Package.
2.
Find a name for your life membership, a good summary and in Availability, select Invite Only (close to new members), so that club admins can be the only one to decide who can join this membership.
3.
Scroll down and in the Dates section, tick Based on the date of purchased and for Term length, chose Continuous (no end date).
4.
Chose your Payment method if you want to add a cost to the life membership or leave it blank if you want to make it free.
5.
Click Save Package.
Note:
Once the membership has been created, you can add a member manually.
If it’s not an existing member, once you’ve added her/him to the package, click on her/his name in the package and click on the Send Invite button.
In the Contacts module you have the possibility to edit the contact information after the person has registered or has been created manually and is unregistered.
The registered column of the contact will indicate if it’s a registered account or not
For a registered account
1.
Note – you can’t over write the user email account if the contact is registered. Either ask the user to register with a new email address and ask the club to merge the contacts or follow the steps below
First, create a new contact with the new email address (and other new details if some of them have changed).
Go to the Contact Option, then click Add new contact.
Use the same first name and last name and update the email address (and other contact details if they need to be changed). Otherwise, leave the rest blank.
Note:
For a registered account, do not start by editingthe existing contact.
You have to go through this step of creating a new contact first, otherwise the system will be unable to decide which email address to pick for login and for emailing members/contacts.
2.
Copy to clipboard to send the invite link to the contact and wait until the contact accepts/registers using the new email address/details.
3.
Once it’s done, the only thing left to do is to merge the two accounts: the one you’ve just created with the new details and the one already existing with the old details.
To do this, please refer to this article ➡️ Merging duplicate Contact records
Note:
⚠️ This action is irreversible. Please take extra care when merging contacts!
For a non-registered account
1.
To edit the details, select “edit contact” in the Profile options dropdown.
2.
Then update the old contact details with the new ones.
3.
Once you made all the necessary changes, scroll down and click Save Contact.
How do I email club members that are subscribed to my club’s comms & Include any attachments (files or pictures) in your mailing using the Contacts module
Clubs have the ability to email contacts – that haven’t ticked unsubscribe to your club’s communications – directly from ClubSpark and add a personal file to their mailing.
If you’re looking send a file that is over 1MB, you have the ability to compress it it to less than 1MB using different online tools such as:
– For PDF
– For Images
Contacts have the option to unsubscribe from emails that are sent from your venue. If the user does unsubscribe then they will still receive any automated emails such as payment renewals, reminders etc… The unsubscribe option will impact emails that you generate, such as newsletters.
1.
First, make sure the contacts you’re looking to email to, haven’t unsubscribe from your club’s communications – they can do so when signing up or from their user’s profile directly.
In the example below, the contact has unsubscribed:
Note:
If you cannot see the ‘Unsubscribed’ column then you will have a filter on your columns, above the column headers you have a ‘More Columns’ option, select the arrow and a criteria list will appear where you can select and deselect what information you would like to view in the contacts module.
2.
From the Contacts module, tick all the members you want to write to and click on the mail icon.
Note:
You can use the filter functionality to quickly select certain type of contacts (e.g. Active Member, Lapsed Member, Junior only, etc.)
2.
In the mailing pop up window, click on the browse button under Attachment.
Note:
If an image file is too big, click the little picture icon and use the ClubSpark file library to upload your image from there.
3.
Select the file or picture you want to include in your mail, from your personal file library.
Note:
Emails from the contacts module won’t go to:
people who have unsubscribed from club’s email-comms
who don’t have an email address associated with their record
who appear multiple times (e.g. duplicate email address)
are a junior (Emails for juniors will go out to their parent/guardian)
As an administrator, it is possible to add a participant to a session, if he/she hasn’t booked prior to the start of session and decided to rock up late.
To do that:
Add a new participant
1.
In the selected Session, click on Add new participant.
2.
If the participant is a Junior: Enter the details of the Parent/Guardian (main contact) and the details of the Junior Player.
If the participant is not a Junior: Enter his/her details
Send a payment Request
3.
If the participant wants to pay online, select the new player you’ve just created and click on the $ icon to send a payment request.
Note:
If he/she wants to pay cash, just click on the participant and edit the payment.
4.
Add anything you want to add to the email, and click Send.
From the selected membership, tick all the members you want to write to and click on the mail icon.
2.
In the mailing pop up window, click on the little picture icon in the message section.
3.
From the Image Properties pop up window, click on Browse Library
4.
In the File Library pop-up window, select Images, click on the upload button in the top-left corner, and browse your computer’s files to find the relevant picture.
5.
Click on the uploaded picture to add it to your mail & click OK
Note:
Remember, Junior age is defined in your club’s Profile module
To add a junior member to an existing junior membership package follow these steps:
1.
Click Add member (or select member option dropdown menu, then add member)
2.
Fill in the Parent/Guardian details (this will be the main contact for the new junior member).
3.
Fill in the Junior Player details (they should be different from the Parent/Guardian’s one). These are the details of the person using the membership.
4.
Indicate how the new member has heard about your club in Source and click Save.
You should now see the new member appeared in the dedicated junior membership!
Remember:
Communication mails can NOT be sent to junior contacts, only their main contact (parent/guardian) will receive any emails the club sends.
If, in the future, you’d like to change or update the Main Contact details, head to the Contact Details section of your Junior member and click on Change main contact.
Please note the following release updates to League Manager and Match Centre on Friday 27 August, which includes the following:
League Manager
Ability to Print Ladders for competitions that your organisation administers or participates in via Results Management > Print Ladders
Fixed Roles & Rights functionality issues and simplified access rights for various user roles: Competition Manager, Teams Administrator, and Results Entry Manager
Updated Report access based on user Roles & Rights, ensuring role types access only relevant reports
Fixed report outputs for the following reports:
All Facility & Venue reports
Organisation Payments
Fixed squads locking and preventing players being added during team nomination open period
Minor bug fixes
Match Centre
Fixed result entry incorrectly displaying Cancel Reason selection on completed rubbers
Minor bug fixes
The user guide for Roles and Rights in League Manager can be found HERE.
The user guide for the Print Ladder function in League Manager can be found HERE.
If you have any questions please don’t hesitate to contact our friendly team on 1800 PLAY TENNIS (1800 752 983) or email [email protected]
Are you an association or club administrator interested in using League Manager (Tennis Australia’s free online competition management system) for your competitions? Please click HERE for more information.
If you’re importing from My Tennis 2, ensure that facilities in My Tennis 2 aren’t deleted, as they have links to League Manager and other areas that use this data. Changes may have unintended consequences. If you need to make changes, please contact the Customer Support team at [email protected].
1st step: Join ClubSpark (for those who haven’t)
1.
Fill out an Expression of Interest form ➡️ (link to EOI)
2. Jump on the next available training session
3.
We’ll set up ClubSpark for you 🙂
2nd step: Import members and memberships to ClubSpark (Ask your CDO/TDO for assistance with this step)
The 2 things a club can do while waiting for your CDO/TDO are:
Make a list of all active membership packages, including their information, that you want to move to ClubSpark. The cost and dates fields should be up to date before the import, as they can’t be changed in bulk after the import.
Clean the membership package export spreadsheet with your active member details (see section 2. how to export the spreadsheet), and double check that email addresses and phone numbers are up to date and that there are no duplicate rows.
Guided Steps For Club Admins
Note:
The membership package details should include:
Method 1: (preferred method for importing only active memberships to ClubSpark) Guided Steps for CDO/TDOs
Guided Steps For CDO/TDOs
1.
Start by setting up your current membership(s) in ClubSpark.
a) Go into each membership package in My Tennis 2
b) Open a new tab and go to your ClubSpark account, head to the membership module, and create a new membership package by clicking the “+New Package” button.
c) Copy the relevant information from one membership in My Tennis 2 to each new package in ClubSpark (Title, summary, date, cost, etc.)
2.
Import your members to each relevant membership package one by one. To do this you will need the help of your CDO/TDO.
a) Go to reporting in My Tennis 2 and export the excel spreadsheet with members from the specific membership package.
b) Go to your ClubSpark account, find the membership package you’ve just created, and download the import template from your new package.
Note:
Each type of package will have a different template that will give you the right examples and structures to export your members (adults or juniors) correctly.
c) Copy the info by columns from the My Tennis 2 report to the ClubSpark import spreadsheet template and complete the missing fields.
Note:
The mandatory columns to fill are A to H (Contact ID to Paid) + DOB. However, we strongly advise you to fill as many columns as possible so that each of your club’s member have less work to do to update their account details in the future
If you don’t have any ContactID assigns to your members you can just pick random different numbers like 1, 2, 3, etc. otherwise use the My Tennis ID
For “date of purchase” membership packages, the start date will be set to the day that the import is completed.
For Family Membership, family members will automatically be connected when doing the export on MT2 so you just have to copy members info across
For Junior Membership packages, you have to assign a parent to each junior – your club’s memberships will become easier to manage in the future. Make sure that the PrimaryContactID for the junior is the PrimaryContactID of the main contact (parent/guardian), so that the child is linked to the main contact, as shown below:
The gender options in import members file will only support abbreviations (e.g. f/F for female or m/M for male)
Finally, make sure that the format in each columns is respected (for instance, phone numbers should be in Text format and indicated as in the template: 0425683377 ⬇️)
d) Save the edited template in your files.
e) Click on the Import button to import your members to your newly created ClubSpark membership.
Please Note:
After the import, you might see dummy parents IDs that cannot be deleted, which have been created when importing the juniors memberships from MT2… we would recommend that the club gather the contact details for each of the parents and then update these dummy profiles with the right information (follow the steps for a non registered account in this support article).
Second Method: (if your club also wants to import expired, lapsed or cancelled memberships to ClubSpark)
If you have different type of membership packages (e.g. inactive, active, pending or lapsed) to import in ClubSpark, you can fill in the following import spreadsheet. And import that spreadsheet in the Import members of the View all members.
⚠️ You’ll still need to create each membership package in ClubSpark and make sure that the Package names in your import spreadsheet are exactly the same than in ClubSPark!
And click the Import members button once you’ve filled & uploaded the import spreadsheet file.
Note:
The mandatory columns to fill are A to K (Package Name to Paid), DOB & the last column (MembershipStatus). However, we strongly advise you to fill all the columns so that each of your club’s member do not have to update their account details in the future.
If you don’t have any ContactID/PrimaryContactId assigns to your members you can just pick random different numbers like 1, 2, 3, etc. otherwise use the My Tennis ID
For “date of purchase” membership packages, the start date will be set to the day that the import is completed.
For Family Membership, family members will automatically be connected when doing the export on MT2 so you just have to copy members info across
For Junior Membership packages, you have to assign a parent to each junior – your club’s memberships will become easier to manage in the future. Make sure that the PrimaryContactID for the junior is the PrimaryContactID of the main contact (parent/guardian), so that the child is linked to the main contact, as shown below:
Finally, make sure that the format in each columns is respected (for instance, phone numbers should be in the following format indicated in the template: 0425683377)
If you can not make our online training sessions, would like a refresher, or would prefer to work through the modules at your own pace please refer to the below recordings of one of our online ClubSpark training sessions:
If you can not make our online training sessions, would like a refresher or would prefer to work through the modules at your own pace please refer to the below recordings of one of our online ClubSpark training sessions
A full user guide of the ClubSpark platform has been developed to assist club administrators. Simply click on the link below to download or print the PDF document.
If you have any questions, please don’t hesitate to contact our team on 1800 PLAY TENNIS (752 983), [email protected] or through our Live Chat function. Alternatively, get in touch with your local State representative.
