Member Registration Process

In order for a member to login to the website, they will have to register on the website first. Once a member has registered for the website they will have access to the members only area. Listed below is the member registration process as well as some common issues with corresponding solutions related to the registration process.

To register for the website, the member will navigate to the login page and click on the Member Registration button.

Member Validation

The Member Validation screen is where members enter their information to be validated to proceed to the Member Registration section.

There are 3 mandatory question fields (Member Number, First Name and Last Name) that have to be validated against information that is currently in the club's accounting system. 

Member Number 

• Leading zeros or letters must be included, if the club uses them. (^Ex: If 35 was entered, it would fail. 0035 or A35 should have been entered.)
• Trailing numbers or letters should be included if it is a spouse or dependent account, if the club uses them. (^Ex: If 0035 was entered, it would fail. 0035B or 0035-02 should have been entered)

First Name 

• Not case sensitive but must match exactly what is in the accounting system.
  • Jonas Club Management System - is matching the Given Name field.
  • Encore System - is matching First Name field.
• Some clubs include the middle initial in the Given/First Name field in the accounting system. If the member didn't know to include it in the validation, then it would generate an error (^Ex: If John was entered, it would fail. John A. should have been entered.)
• Some clubs create one-member number per family instead of a separate member number for each individual. As a result, both the primary and spouse name is in the Given/First Name field in the accounting system. If the member didn't know to include it in the validation, then it would generate an error. (^Ex: If John was entered, it would fail. John and Anne should have been entered.) 

Last Name

• Not case sensitive but must match exactly what is in the accounting system.
  • Jonas Club Management System - is matching the Surname Name field.
  • Encore System - is matching the Last Name field.
• Sometimes a suffix may have been added in the Surname/Last Name field instead of the Given/First Name field. If the member didn't know to include it in the validation, then it would generate an error. (^Ex: If Ackerman was entered, it would fail. Ackerman Jr. should have been entered)

Validate
Click Validate to proceed to the Member Registration section.
    
If an error appears and the member number, first name and last name match exactly. There could be other reasons why it didn't pass the validation. 

• Member Status Filter: The member is assigned the incorrect status in the accounting system or has a status which is blocked (denied) access to the website. For more information on the Login Status Filtering visit How to Setup Login Configuration

• Online Roster Verification: The member has not been uploaded to the Online Roster (this is a rare situation). For more information on how to run a Roster Sync visit Manual Site Synchronization and select the Roster tab

Administrator Assisting with Registration

• If the error still occurs after the items above have been verified and the member cannot complete the registration on their own, there is an option for the administrator to register the member. For details see How to Register a Member.

Member Registration

On the Member Registration screen, explanation text will appear when a member hovers their mouse over each field and it will state the guidelines for each field (the guidelines seen below may differ for each club). Once the member has filled out every field, they can click Create User.

• Username - Must have at least 3 characters without any special characters (^Ex: $, *, &). The username is not case sensitive.
• Password - Minimum recommended is at least 14 characters, must contact at least one letter, one number and one special character. The password is case sensitive.
• Confirm Password - Type the same password entered above to confirm that they match. 
• Email - Select an email address in the drop-down list, this is pulled from the accounting system. 
  • This will be used for future correspondence from the website (^Ex: Reset Password emails, Registration Confirmation emails etc.)
  • If the member does not have an email address in the accounting system, they will be able to enter one now, and that email address will be transferred in to the accounting system.
  • If the email address in the drop-down list is incorrect, the member will not have the option to type in a new one. They will have to call an administrator at the club to have the email address updated in the accounting system. Once saved, the email address will update on the website and in a few minutes the member can reload the page and find the updated email address in the drop-down list for them to select and continue with the Member Registration process.
  • If the primary member and spouse/dependent all share the same email address and all the family members want to register with their own member number, the website won't know which password to reset when two or more accounts share the same email. When the second person in the family tries to register with the same email address a warning message will pop up indicating that the email address is already associated with a user account and if they proceed, the consequence is that if they ever forget their password they will not be able to reset it on their own; they will have to contact an administrator at the club to have it reset. The registration process can be completed with the same email but there will be a warning message as seen below. 
    • Member can click Yes to proceed with the existing email address.
    • Member can click No to select a different email from the drop-down list or contact club to change the email address.

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Email Confirmation

Upon successful registration, an email notification will be sent to the member's email address entered during the registration process. It will include the username the member selected and a quick note from the club. To update the text in the email notification and/or setting the sender's email address visit Configuring Provisioning Settings.

Edit Profile

Immediately after a member has registered successfully for the website they will be re-directed to the Edit My Profile page of the Roster. From here the member can review and update contact information, decide what to show or hide from the roster for other members to see and more. For more information on what can be done on the Edit My Profile page visit Editing My Personal Info.