When a member pays their membership for the new season on ClubZap (Step A) they have a Paid membership status for the current Season. When a club Registrar registers players or when a person registers themself on the Athletics Ireland System (Step B) their profile appears as Active.
Note: No personal information is transferred into ClubZap from Governing Body exports.
One of the biggest headaches for a club is identifying who has paid their membership on ClubZap versus who has been registered on the Governing Body system.
To synchronise member profiles on your Membership management System and the Registration system complete these 2 steps.
Once Synchronisation is completed if a match is found for the member on ClubZap their Athletics Ireland ID will be populated and their Registered status will be updated to show as Active for the current season.
Step 1: Download Member Registration Status
Provided you have admin access on your clubs AI account on Event Master you can select the option for Club Management
Select 'Reports' from the menu options
4. Scroll down to select the option to Export a Report which will appear in your Downloads folder on your local machine in a format similar to this (Club_MembersReport_18-02-2025_13-52-24.xlsx)
5. Open the downloaded file in excel and you should see 2 tabs:
Registered Athletes
Unregistered Athletes
6. Right click on the Unregistered Athletes tab and select Delete as we do not wish to import these members.
7. Save your file with the Registered Athletes in a .csv format which will then be used in Step 2 below.
Step 2: Synchronise Member Registration Status with ClubZap
From the ClubZap Admin portal (clubzap.com/signin) go to Membership -> Members
Select Athletics Ireland button
Drag the .csv output file you obtained on completion of the Step 1 process above
4. Once the import file has been processed any members matching (First Name, Last Name, DOB) will have their Athletics Ireland ID populated and their Registration status set to Active for the current season.
Tips & Troubleshooting
How can I see a count of Registered Versus Not Registered for my Paid members?
Login to the ClubZap Admin portal (clubzap.com/signin)
Go to Membership -> Members
At the top of the page you will see a count of how many of your Paid members have been registered with the Athletics Ireland Registration platform.
Note: If the Not Registered number appears high it is most likely because there has been an influx of membership payments since you last completed the synchronisation process above.
How do I check if a members ClubZap profile has been synchronised with their Athletics Ireland Profile?
Login to the ClubZap Admin portal (clubzap.com/signin)
Go to Membership -> Members
Search for the members name and click on the View option in the Actions column
Scroll down the members profile to Governing Bodies/Associations section to see the status. A Green tick indicates the member is registered with the Athletics Ireland for the coming season.
How do I manually update a members Athletics Ireland ID and Registration status on ClubZap?
Provided the member has been already been marked as registered on the Athletics Ireland platform you can manually mark individual member profiles as registered and update their AI ID as follows.
Login to the ClubZap Admin portal (clubzap.com/signin)
Go to Membership -> Members
Search for the members name and click on the View option in the Actions column
Scroll down the members profile to Governing Bodies/Associations section
Click on the Edit button
Add the Athletics Ireland ID in the identifier field and tick the check box to mark as Registered.
How do I download details of the failed synchronisation records?
When step 3 above is completed the Post Registration Import Results screen will summarise the outcome of the synchronisation. The highlighted icon above will trigger a download of the failed records including these fields:
How do I check the reason for a failed synchronisation for a member record?
Login to the ClubZap Admin portal (clubzap.com/signin)
Go to Membership -> Members
Search for the members name and click on the View option in the Actions column
Scroll down the members profile to Governing Bodies/Associations section
The Last Error column will detail the reason for the failed synchronisation if applicable
How do I check the time and date for the last synchronisation attempt for a member record?
Login to the ClubZap Admin portal (clubzap.com/signin)
Go to Membership -> Members
Search for the members name and click on the View option in the Actions column
Scroll down the members profile to Governing Bodies/Associations section
The Updated column will contain the timestamp for the last synchronisation attempt.
Can I receive an automated email summarising Registered V Not Registered members on ClubZap?
Every Monday morning the ClubZap platform sends out a Club Weekly Membership Report which summarises new signups, membership revenue and a count of those Members who paid on ClubZap and are marked as Registered versus Not Registered.
To ensure you get this weekly email update check out how to turn on system emails here
What happens when a new season starts?
When a season rolls over all members on ClubZap will transition from a Paid state to a pending_renewal state. Similarly on the Athletics Ireland system they will transition from Active to Expired.
The Athletics Ireland ID will be saved and remain associated with their profile and used in the matching process when synchronising member profiles.
How can a Coach view membership and registration status for their players?
A Club administrator can create squad reports as detailed here which will be emailed to coaches on a Friday morning. The report includes details of the paid up members and registered members as shown here.
How can ClubZap integrate with Athletics Ireland for managing member registrations?
ClubZap provides efficient tools for club management, including the ability to integrate with external systems like Athletics Ireland. Although a direct automatic integration is not currently supported, there are practical workflows available to ensure seamless management of member registrations across both platforms.
Overview of ClubZap's Integration Features
ClubZap allows clubs to streamline administrative tasks by offering features like squad reports and payment tracking. For organizations affiliated with external platforms such as Athletics Ireland, ClubZap facilitates data management through import and sync functionalities.
Integration Workflow with Athletics Ireland
Step 1: Importing Registrations from Athletics Ireland to ClubZap
Club administrators can import completed registrations from Athletics Ireland directly into ClubZap. Once imported:
Member registrations will appear in the ClubZap system.
They will be included in squad reports, enabling streamlined tracking and management within ClubZap.
Step 2: Handling Manual Registrations for Members Paying Through ClubZap
ClubZap does not support automatic registration with Athletics Ireland. Therefore, when a member pays their membership fees through ClubZap:
The club must manually register the member on the Athletics Ireland platform.
After completing the manual registration, the systems can be synced so the member’s status is correctly reflected in ClubZap.
Current Limitations and Workarounds
No Automatic Provisioning: At present, Athletics Ireland does not allow automatic registrations from ClubZap. This requires manual workflows to ensure data consistency.
Best Practice Tip: To minimize errors during manual syncing, maintain a checklist or centralized data template to track member payment and registration statuses concurrently.
Practical Tips for Effectively Managing Integrations
Regularly update member registration data in both ClubZap and Athletics Ireland to avoid discrepancies.
Train club administrators or volunteers in the manual syncing process to ensure smooth operations.
Monitor updates or announcements from Athletics Ireland or ClubZap for any changes in integration capabilities.
By following these procedures, clubs can efficiently manage member registrations despite current limitations, ensuring a smooth experience for both administrators and members.