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Onboard New Member

Overview​

This workflow guides administrators through the complete process of adding a new member club/organization to the venue scheduler system, setting up their profile, assigning locations and teams, and configuring integration with their club site or manual resource management.

Who This Is For​

  • Venue Administrators onboarding new member clubs
  • Operations Managers setting up new organizations
  • System Administrators configuring club integrations

Prerequisites​

  • Admin access to Members Management
  • New member club's basic information (name, email, contact)
  • Location assignment decisions
  • Team assignment decisions
  • Club site integration requirements (if applicable)

Workflow Diagram​

Steps​

1. Create Member Club Account​

  1. Navigate to Manage → Members
  2. Click green ➕ Create button
  3. Enter member club's basic information:
    • Club/Organization Name
    • Primary Contact Name
    • Email Address
    • Phone Number
    • Member Status (set to Active)
  4. Click Save to create account

2. Add Additional Member Details​

  1. Find newly created member club in list
  2. Click edit/settings icon
  3. Complete additional fields:
    • Login ID (username)
    • Member Groups/Categories
    • Additional contact information
    • Organization details
  4. Save changes

3. Assign Locations​

  1. Navigate to Organize → Locations
  2. Identify locations this member club will use
  3. Assign location access:
    • Select locations available to this club
    • Set permissions for each location
    • Configure stands and positions access if needed
  4. Save location assignments
  5. Member club can now use assigned locations for events

4. Assign to Teams​

  1. Go to Manage → Teams
  2. Select appropriate team(s) for this club
  3. Click Add Members or similar action
  4. Search for new member club
  5. Add member club to team(s)
  6. Assign role within team if applicable
  7. Save team assignments

5a. Setup Club Site Integration (For Clubs with Website)​

If member club has their own club website:

Option A: Member Sets Up Integration​

  1. Provide member with integration documentation
  2. Give member access credentials/API keys
  3. Member configures integration on their end:
    • Resource data syncs automatically
    • Documents sync to events
    • Event assignments sync seamlessly
  4. Verify integration working
  5. No manual resource management needed

Option B: Admin Assists with Integration​

  1. Coordinate with member's technical contact
  2. Configure integration settings in venue system
  3. Set up API connections or data sync
  4. Test integration:
    • Verify resource data flowing correctly
    • Test document syncing
    • Confirm event assignment sync
  5. Provide member with integration status
  6. Resources and documents sync automatically

5b. Setup Manual Resource Management (For Clubs without Website)​

If member club does not have integrated club site:

  1. Explain manual resource management process
  2. Member club will need to:
    • Manually maintain resource records in venue system
    • Update resource information directly
    • Manage volunteers/staff through venue interface
  3. Navigate to Manage → Members → Resources
  4. Show member how to:
    • Create resource records for their volunteers
    • Update uniform sizes, licenses, certifications
    • Track minor status
    • Add notes and details
  5. Explain ongoing maintenance requirements
  6. Provide training materials
Resource Manaclub contact as recipient
  1. Compose welcome message including:
    • Welcome to the venue scheduler system
    • Login credentials
    • Location assignments
    • Team assignments
    • Integration status (if club site)
    • Manual resource management instructions (if no club site)
    • Key contacts for support
    • Important policies and procedures
  2. Send notification

7. Verify Setup​

  1. Check Manage → Members - member club appears as Active
  2. Check Organize → Locations - location assignments visible
  3. Check Manage → Teams - member club appears in assigned teams
  4. Check integration status:
    • Integrated: Verify resources syncing from club site
    • Manual: Verify member knows resource management process
  5. Verify member club contact can log in
  6. Confirm member received welcome notification
  7. Test creating a test event with assigned locations

Quick Reference Checklist​

  • Member club account created with basic info
  • Login credentials set up
  • Locations assigned
  • Teams assigned
  • Integration decision made (club site vs manual)
  • Integration configured (if applicable)
  • Manual resource process explained (if no integration)
  • Welcome notification sent
  • Member can access system
  • Location assignments working
  • Resource management method verified- member appears as Active
  1. Check Manage → Teams - member appears in assigned teams
  2. Check Quick Links → Calendar - member's assignments visible
  3. Verify member can log in (if applicable)
  4. Confirm member received welcome notification

Quick Reference Checklist​

  • Member account created with basic info
  • Login credentials set up
  • Teams assigned
  • Permissions/roles configured
  • Resource profile coClub Account
  • Check: Duplicate email or login ID
  • Solution: Verify email is unique; use different login ID

Member Cannot Log In​

  • Check: Login credentials set correctly
  • Solution: Reset password; verify username is correct

Member Not Appearing in Team​

  • Check: Member club added to team and saved
  • Solution: Re-add member; refresh page; check filters

Location Assignment Not Working​

  • Check: Location permissions configured correctly
  • Solution: Verify location access granted; check permission settings; refresh page

Integration Not Syncing​

Important Notes​

Members vs Resources​

  • Members: Organizations/clubs using the venue system
  • Resources: Volunteers/staff that work for member clubs
  • Background Checks: Only for resources, not for member clubs themselves

Integration Types​

  • Integrated Club Sites:
    • Resources sync automatically
    • Documents sync to events
    • Seamless data flow
    • No manual maintenance needed
  • Non-Integrated Manual:
    • Member maintains resources manually
    • Updates through venue system
    • Requires ongoing maintenance
    • Member responsible for data accuracy

Resource Management​

  • Member clubs manage their own resources (volunteers/staff)
  • Resources have profile information (uniform size, licenses, etc.)
  • Background checks are uploaded for resources by member clubs
  • Resources can be assigned to events and schedules

Tips​

  1. Prepare Information: Gather all member club info before starting
  2. Ask About Integration: Determine if club has website early
  3. Location Planning: Assign appropriate locations from the start
  4. Integration Documentation: Have API docs ready for integrated clubs
  5. Training Materials: Prepare manual resource management guides
  6. Use Templates: Create standard welcome messages for both integration types
  7. Verify Early: Check login access and integrations before first event
  8. Document Process: Keep checklist for consistency
  9. Follow Up: Schedule check-in call after 1-2 weeks
  10. Integration Testing: Thoroughly test sync before going live
  11. Support Resources: Provide ongoing support contact information
  12. Background Checks: Remind member clubs that background checks are for their resources, not the club itself
  • Full Setup with Integration: 20-30 minutes
  • Full Setup with Manual Resources Training: 30-45 minutes
  • Integration Troubleshooting: 15-30 minutes additional

Background Check Upload Fails​

  • Check: File format and size
  • Solution: Use PDF format; ensure file under size limit

Time Estimate​

  • Basic Setup: 5-10 minutes
  • Full Setup with Background Checks: 15-20 minutes
  • Bulk Onboarding Multiple Members: Use bulk upload features

Tips​

  1. Prepare Information: Gather all member info before starting
  2. Use Templates: Create standard welcome messages
  3. Bulk Import: For multiple new members, use bulk upload
  4. Verify Early: Check login access before member's first day
  5. Document Process: Keep checklist for consistency
  6. Follow Up: Confirm member received credentials and can access system