Manual Site Synchronization

The Company Synchronization section of Company Management provides the ability to manually synchronize member information, and the booking modules from the club's accounting system to the club's website. The manual synchronization processes made available within Company Synchronization, are not meant to be executed on a regular basis. The integration between a club's accounting system and their website consists of an auto-update process that ensures the website is up to date. There are few circumstances in which these manual processes will need to be executed.

To access Company Synchronization, follow these steps:

Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
From within Club Central, click the Planet icon (Open Application List) at the top left.
Select Modules > Company Management from the Applications list or select Company Management application tile from the Dashboard.
Select Company Synchronization from the left navigation and the synchronization processes will be displayed.

Please select one of the Synchronization Processes listed below, for further explanation and instructions.

Configuration
Roster
Statement
Events
Tee Times

Configuration Synchronization

Upon installation of the Club's site integration to the club's accounting system, a Configuration Synchronization was completed to update information on the website at a global level. The following Club Management information will be updated on the Club's website upon initiating a Configuration Sync.

Member Statuses
Custom Fields
Holidays
Fee Billings
Tee Time Management Information
- Courses Information
- Public Pricing
- Rounds of Golf Rules
- Guest Rounds of Golf Rules
- Golfer Classifications

In the event, any custom fields or member statuses have been added/edited/deleted from the accounting system, a manual synchronization process can be initiated for the club's website.

To initiate a Configuration Sync, follow these steps:

Go to the Configuration Sync section.
Click on the Start button to begin the synchronization process.

^Note: The information updated by a Configuration Synchronization is dependant upon the modules made available to the club's site as well as the accounting system the club is utilizing.

Roster Synchronization

Member information found within in the club accounting system is synchronized with the club's website Roster module. Any changes that are made to the following Member fields, will trigger an automatic update to the corresponding member information on the club's website.

Member Number
Member Name
Suffix
Familiar Name
Birth Date
Gender
Date Joined

Member Photo
Parent Member Number
Relatives
Mobile Phone
Addresses
Member Status
Guest Golf Rule

Email
Business Name
Profession
Custom Fields
Fee Billing (Dues Class/Member Type)
Golf Rule Info
Historical Tee Time Bookings

In the event, the website Roster information is not up to date, a manual synchronization process can be initiated for the club's website. The Roster Sync will ensure that all of the members listed in the club's accounting system are updated to the club's website. Please contact the Web Support team to assist in running the full Roster Sync.

Roster Synchronization for an Individual Member

If information on the website for an individual member does not match what is in the accounting system, an individual roster synchronization can be completed for a single member.

To synchronize a single member with the club's website Roster, follow these steps:

Go to the Roster Sync For An Individual Member section.
Member Number: Enter the member number as it appears in the accounting system. If the member number has a letter, it is case sensitive.
Click on the Start button to begin the synchronization process.

Once the synchronization is completed the member's information will be updated on the club's website.

The top left corner would display a Member Sync Failed message, if the member number was missing any leading/trailing characters (such as zeros/number/letters). This will vary depending on how the member number was set up in the club's accounting system. Example: If 35b was entered, it would fail. As the accounting system may have had it entered as 35B, A0035B, 0035B or 0035-B.

^Note: Before running a Roster Sync for an Individual Member, it is recommended to run a Configuration Sync.

Statement Synchronization

The Clubhouse Online Statement module is configured to automatically update all of the club's member's statement information that is stored in the Club's accounting system. Once the club has completed processing any statement changes for their members within the Club's accounting system, the information will automatically be updated online within a 6 hour period. In the event that a member's statement has not been updated online within this time frame, a manual synchronization process can be completed to bring them up to date.

To manually synchronize a member's statement online, follow these steps:

Go to the Statement Sync For An Individual Member section.
Start Date: Enter in or click on the calendar icon to select the Start Date to synchronize from.
- ^Ex. If a member is missing charges from June 10th, enter in a Start Date of June 1st to ensure everything from June 1st to the 10th is up to date online.
Member Number: Enter the primary member number as it appears in the accounting system. If the member number has a letter, it is case sensitive.
Click on the Start button to begin the synchronization process.

Once process has completed the member's statement will display the updated information accordingly.
The top left corner would display a Statement Sync Failed message, if the member number was:

Missing any leading/trailing characters (such as zeros/number/letters). This will vary depending on how the member number was set up in the club's accounting system. Example: If 35b was entered, it would fail. As the accounting system may have had it entered as 35B, A0035B, 0035B or 0035-B.
For a non-primary member number, as statements cannot be generated for Spouse or dependent member numbers. Unless the spouse or dependent is set up to have their own statement instead of going to the primary member.

^Note: Online Statements will only display a year's worth of information online. Anything prior will not be displayed.

Event Synchronization

If the club has the Integrated Events Booking Module, all events are created within the Jonas Activity Management or Encore system. Whenever an event is created within Jonas Activity Management or Encore system and is marked to be uploaded to the website, it will automatically be uploaded once its creation has been completed. Any Event Registrations or Event Detail changes will also be updated to the website automatically. In the event that the website and events are not synchronized, an Event Synchronization can be completed within Jonas Activity Management or Encore system.

The Event Synchronization can also be completed from the website by completing the following steps:

Go to the Event Sync section.
Click on the Start button to the right of Event Sync.

This will initiate a full Event Synchronization and will ensure that the following is up to date on the website:

Events
Event Details
Event Registrations
Locations
Categories
Cancellation Policies

This synchronization will take some time to complete, but does not require the synchronization page to be monitored. In the event an error is received when attempting to execute the Event Synchronization, please contact the Web Support team.

^Note: Event Descriptions that were created on the website will not be overwritten with an Event Synchronization.

Tee Times Synchronization

The Tee Time sync is required when online Tee Sheet information is out of sync with the Jonas Tee Time Management system. Tee sheet changes in Tee Time Management will upload to ClubHouse Online in real time, however if there are any unforeseen problems a Tee Time sync from the website will fix any mismatches between Jonas Tee Time Management and Online Tee Time Reservations. This includes:

Tee Sheet information – Date available to view and unavailable to view, maximum number of players
Group bookings on the sheet
Lottery requests
Bank information
Tee Times – type, availability, hole number

However, anytime the following items are changed in Jonas Club Management - Tee Times, the Tee Times Sync must be started manually to process the updated information.

Online Schedule
Tee Sheet Template
Rounds of Golf Rules
Course has been made visible or hidden (if club has more than one course)

To run the Tee Times Synchronization manually, follow these steps:

Go to the Tee Time Sync section.
Sync Options: This only displays if a club has both Jonas Club Management Tee Times and Tournaments integrated with the website. Select checkbox for item(s) to be synched.
Click on the Start button to the right of Tee Time Sync.
Current Status: Will display Pending.
Click the Refresh button at the top left. In a few minutes the current status should change to Success.

This synchronization will take some time to complete depending on the number of days that have opened tee sheets, but does not require the synchronization page to be monitored. In the event an error is received when attempting to execute the Tee Time Synchronization, please contact the Web Support team.

Quick Training

Watch Video