How to Filter Members from the Export Utility

Jonas Club Management

The ClubHouse Online EMM interface Profile contains a Member Status Filtering option that allows the club to either include or exclude certain statuses to be uploaded to the Email Marketing module.

Filter Types

There are three options to choose from, to configure which members will be uploaded to the email marketing module.
Only one Filter Type can be utilized for the export utility. Most clubs would choose Included or Excluded, we recommend to filter based on the shorter list as there would be less member statuses to select in the setup process.

• All Members 
  • All Members within Jonas Club Management who have an email address will be exported.
• Included
  • Any member whose member status is in this list will be exported.
  • Example: the club only wants to send to Active, Spouse and Honorary status.
• Excluded 
  • Any member whose member status is in this list will not be exported.
  • Example: the club wants to send to everyone at the club except for Deceased and Resigned status​.

In order to configure the member status filter, follow these steps:

1. Log in to Jonas Club Management (JCM)
2. Club Management > Member File > Member Import/Export > ClubHouse Online EMM Interface Profile
3. Select Club Code, if not already selected by default.
4. From the menu on the right, select the Member Status menu option.
5. In the Member Status Filtering dialog box, select Included or Excluded.
6. Beside the Member Status field, select the Magnifying Glass icon to see the available member statuses to choose from.
7. In the Member Status Rules dialog box, double-click on the status code or description to add to the list.
8. Repeat these steps until all desired statuses have been added. 
9. If the wrong status has been selected 
   • Double-click on the member status. 
   • Please Confirm dialog box, select Yes to remove the status.
10. Click OK to confirm changes. 
11. In the ClubHouse Online EMM Interface Profile dialog box, select Sync on the right.
12. In the Please Confirm dialog box, click Yes to synchronize the members to ClubHouse Online Email Marketing Module. 
13. Click OK in the ClubHouse Online EMM Interface Profile dialog box to save. 
14. Changes do not update immediately.
    • Exports update automatically every 24 hours (or sooner depending on the club's setup). 
    • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.

When the export is complete the contacts should be updated based on the member status changes and found in the email marketing Contacts > Manage Contacts table.

CSG ClubConnect

The Email Marketing Interface Application allows the club to filter members based on Dues Class or Activity Status. These filters would have been previously configured by a CSG Web Representative. To make additional changes to these filters please follow the instructions below for each.

When selecting to include/exclude which Dues Classes and/or Activity Statuses, the same option must be selected in both tabs. As an example, if Include option is selected in the Dues Classes tab, the Include option must also be selected in the Activity Statuses tab. One cannot be set to Include in one area and the other set to Exclude.

If selecting to make changes to these filters, the Export Utility service must be stopped prior to opening up the utility. For instructions on how to stop and start the utility, please click here.

Dues Class

Within the Dues Class filter setup, there are two separate Filter Types to chose from:

• Included - Only members whose Dues Class matches the ones listed here, will be exported to the Email Marketing module.
• Excluded - Any members whose Dues Class matches the ones listed here, will not be exported to the Email Marketing module.

In order to add to the list of Dues Classes that will be either Included or Excluded, follow these steps:

1. Select the Filter Type to use by selecting checkbox for either Included or Excluded.
2. From the list on the right, select a Dues Class to add.
3. Select Add to add a Dues Class to the list on the left.
4. Repeat steps 1 - 3 until all desired Dues Classes have been added.
5. Select Save once satisfied with the changes.

In order to remove a Dues Class from the list of Included or Excluded, please follow these steps:

1. From the list on the left, select the Dues Class to remove.
2. Select Remove to remove it from the list on the left.
3. Repeat these steps until all desired Dues Classes have been removed.
4. Select Save once satisfied with the changes.

Activity Status

Within the Activity Status filter setup, there are two separate Filter Types to chose from:

• Included - Only members whose Activity Status matches the ones listed here, will be exported to the Email Marketing module.
• Excluded - Any members whose Activity Status matches the ones listed here, will not be exported to the Email Marketing module.

In order to add to the list of Activity Status that will be either Included or Excluded, follow these steps:

1. Select the Filter Type to use by selecting the checkbox for either Included or Excluded.
2. From the list on the right, select an Activity Status to add.
3. Select Add to add an Activity Status to the list on the left.
4. Repeat steps 1 - 3 until all desired Activity Statuses have been added.
5. Select Save once satisfied with the changes.

In order to remove an Activity Status from the list of Included or Excluded, please follow these steps:

1. From the list on the left, select the Activity Status to remove.
2. Select Remove to remove it from the list on the left.
3. Repeat these steps until all desired Activity Statuses have been removed.
4. Select Save once satisfied with the changes.

CSG ClubSelect

The Email Marketing Interface Application allows the club to filter members based on Dues Class or Activity Status. These filters would have been previously configured by a CSG Web Representative. To make additional changes to these filters please follow the instructions below for each.

When selecting to include/exclude which Dues Classes and/or Activity Statuses, the same option must be selected in both tabs. As an example, if Include option is selected in the Dues Classes tab, the Include option must also be selected in the Activity Statuses tab. One cannot be set to Include in one area and the other set to Exclude.

If selecting to make changes to these filters, the Export Utility service must be stopped prior to opening up the utility. For instructions on how to stop and start the utility, please click here.

Dues Class

Within the Dues Class filter setup, there are two separate Filter Types to chose from:

• Included - Only members whose Dues Class matches the ones listed here, will be exported to the Email Marketing module.
• Excluded - Any members whose Dues Class matches the ones listed here, will not be exported to the Email Marketing module.

In order to add to the list of Dues Classes that will be either Included or Excluded, follow these steps:

1. Select the Filter Type to use by selecting checkbox for either Included or Excluded.
2. From the list on the right, select a Dues Class to add.
3. Select Add to add a Dues Class to the list on the left.
4. Repeat steps 1 - 3 until all desired Dues Classes have been added.
5. Select Save once satisfied with the changes.

In order to remove a Dues Class from the list of Included or Excluded, please follow these steps:

1. From the list on the left, select the Dues Class to remove.
2. Select Remove to remove it from the list on the left.
3. Repeat these steps until all desired Dues Classes have been removed.
4. Select Save once satisfied with the changes.

Activity Status

Within the Activity Status filter setup, there are two separate Filter Types to chose from:

• Included - Only members whose Activity Status matches the ones listed here, will be exported to the Email Marketing module.
• Excluded - Any members whose Activity Status matches the ones listed here, will not be exported to the Email Marketing module.

 

In order to add to the list of Activity Status that will be either Included or Excluded, follow these steps:

1. Select the Filter Type to use by selecting the checkbox for either Included or Excluded.
2. From the list on the right, select an Activity Status to add.
3. Select Add to add an Activity Status to the list on the left.
4. Repeat steps 1 - 3 until all desired Activity Statuses have been added.
5. Select Save once satisfied with the changes.

In order to remove an Activity Status from the list of Included or Excluded, please follow these steps:

1. From the list on the left, select the Activity Status to remove.
2. Select Remove to remove it from the list on the left.
3. Repeat these steps until all desired Activity Statuses have been removed.
4. Select Save once satisfied with the changes.

Encore Filter

The ClubHouse Online EMM Club Statuses section, contains a Member Status Filtering option that allows the club to either include or exclude certain statuses to be uploaded to the Email Marketing module. 

In order to configure the member status filter, follow these steps:

1. Log in to Encore.
2. Select System Administration.
3. Double-click System Setups.
4. Double-click Integrations.
5. From the available System Integrations list, select EMM or CHO EMM.
6. Select ClubHouse Online Email Marketing tab.
7. Select Club Statuses tab.
8. Select checkbox beside Restrict Club Statuses to the Following Selected Options
9. Include column - select checkbox beside status that should be brought over to the Email Marketing module.
10. Click Save to complete the changes. 
11. Select General Settings tab.
12. Click Synchronize Data Now button, the Info dialog box, will display a sync is successful message.
13. Changes do not update immediately.
    • Exports update automatically every 24 hours (or sooner depending on the club's setup). 
    • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.
14. When the export is complete the contacts should be updated based on the member status changes and found in the email marketing Contacts > Manage Contacts table.