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 FAI Registration system (Step B) their profile appears as Status CONFIRMED once the FAI have verified it.
Note: If the registration request is approved by the FAI, they will confirm this on FAI CONNECT and the status will immediately change from APPROVED to CONFIRMED. This player is then registered on FAI Comet.
ClubZap will only update the registration status for member profiles for those in the import file who have a status set to CONFIRMED.
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.
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.
Names must be exact match e.g. If 'James' is in FAI but 'Jamie' is Clubzap – it will not match
You must ensure that FAI is the selected Governing Body for your Squad Reports.
Once Synchronisation is completed if a match is found for the member on ClubZap their FAI 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 comet.fai.ie
Click ‘Reports and Statistics’
Select ‘Comet data’
Select ‘Persons’
Click on ‘5 – Person Registrations’
Select registration status as 'Confirmed' to ensure your getting the registered players and not including terminated players etc
Click 'Run Report' to generate the report and click on the option to export the file to .csv/excel file which is downloaded to your local machine
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 FAI Comet
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 FAI 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 FAI 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 FAI 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 FAI 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 FAI 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.
