NeatClubs.COM maintains registration information at two levels:
| • | In the Member Database - this is where information about each web-site account holder is stored. This database setup may be modified under "System Setup" when logged into NeatClubs.COM as an administrator. |
| • | In the definition of each Registration Event - Each registration event may have a customized set of fields. For each registration (where a member login is required), the complete information will be a combination of information provided at the membership level (the person who logs in) as well as at the individual registrant event level. For simple events, where no member account is required to register, the Clublink information can be drawn only from the event-level field definitions. |
For example, a parent may have a login account to the web-site. There may be multiple registrations for that family associated with different events or programs where each registration employs a different on-line registration form. (A Day-camp registration form may be different from a recreational program registration or birthday party for example). By separating the family level "Member" account information from the individual registration level detail, we avoid duplicating data and gain flexibility.
Exporting Member Level Database Fields
Linking NeatClubs.COM member database fields to Clublink fields is a matter setting "Export" to "Yes" in the Database Field Setup as shown below. For each NeatClubs.COM member field (which are user-configurable) you may enable export to an equivalent Clublink field name. In this example we are associating the NeatClubs.COM member field "postal" with the Clublink level database field called "POST_CODE". It is important for the integration to work that the Clublink field names exactly match the field names used in the Clublink database. NeatClubs.COM has been developed in this manner to support exporting data to any third party system, not just to Clublink.
When we've made these database field associations at the member level record, we will see little "Truck" symbols appear beside the fields that will be moved into Clublink as shown below. When you "mouse-over" these fields you can gain more information about the field export settings. Some fields are assumed to exist in NeatClubs.COM and while their properties can be modified, they should never be deleted. These fields show a "cog" symbol in the second column below. Other fields are completely discretionary and may be deleted or modified as needed.
Configuring Event level Data Fields for export to Clublink
When setting up fields at the event level, we can optionally export these fields to Clublink as well.
We can expose the properties of each of the fields being captured during registration by clicking on the folder icon as below (
) to see an expanded list of field settings. This screen is obtained by editing or creation a registration event and selecting the option to modify the Data Collection fields.
To associate an event specific data field in NeatClubs.COM (in this example the athlete’s first name) with the Clublink equivalent field, the value for “Export this Field” should be set to “Yes”, and the Export Field Name should refer to the Clublink equivalent field name.
Making these mappings work requires an understanding of the meaning of both the NeatClubs.COM fields as well as the Clublink fields. While setting these up can be a little tedious, thankfully in most cases it only needs to be done once since we can copy between even definitions once an initial definition is setup.
Click here to read on and learn about the Clublink database field structure.