Details on how to synchronise your ClubZap membership management system with the English FA registration system.
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 on the FA Registration system (Step B) their profile appears as Status CONFIRMED once the FA have verified it.
Note: ClubZap will only update the registration status for member profiles for those in the import file who have a status set to CONFIRMED.
Note: No personal information is transferred into ClubZap from Governing Body exports.
Prerequisite
You must first create and configure your squad reports in order to synchronise your systems.
Synchronisation steps
To synchronise member profiles on your Membership management System and the Registration system complete these 2 steps.
Note:
Prior to synchronisation if you could merge any duplicates on your ClubZap platform as detailed here.
Names must be exact match e.g. If 'James' is in FA but 'Jamie' is ClubZap – it will not match
You must ensure that FA is the selected Governing Body for your Squad Reports.
Once Synchronisation is completed if a match is found for the member on ClubZap their FA 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
Login to the English FA Whole Club Registration platform.
Select 'export' dropdown menu, and then click on 'Player information'. 'Confirm' your selection. This will export all of the players in your club into an Excel spreadsheet.
When the download is ready and it will appear in the My Downloads section of your local machine under My Club > Documentation > My Downloads
Step 2: Synchronise Member Registration Status with ClubZap
Note: The import file must be a .csv format. You cannot import a .xsl/.xslx file. To convert you can open the file in excel and save as a .csv if not done so already.
From the ClubZap Admin portal (clubzap.com/signin) go to Membership -> Members
Select The FA Portal
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 FA 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 FA 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 FA 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 FAI for the coming season.
How do I manually update a members FA ID and Registration status on ClubZap?
Provided the member has been already been marked as registered on the FAI platform you can manually mark individual member profiles as registered and update their FAI 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 FA 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 FAI system they will transition from Active to Expired.
The FAI 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.
