INTRODUCTION
Feature Summary: Enable the Clubessential add-on.
Use Cases: System users can sync player data from the Organization's Clubessential platform to CourtReserve.
Changes in functionality
After the system user enables the Clubessential integration, the club/organization is automatically grouped under the Clubessential umbrella. This integration changes some CourtReserve features.
System users cannot use standard CourtReserve tools to modify member data (e.g. create, edit, or delete member data). However, when editing a member profile page, system users can edit custom fields and ratings.
System users cannot assign membership plans to members.
PREREQUISITES
System users should contact CourtReserve's Live Chat Support or email support@courtreserve.com to make this integration visible on the Manage Add-ons page. After CourtReserve receives the request, it unhides the add-on and sends the club a confirmation message. The club's system user can then begin the integration setup.
It is also necessary for the Organization to begin the setup process with Clubessential prior to making contact with CourtReserve.
Clubessential requires the Organization to sign agreements and pay a monthly usage fee. This fee can be quoted by the Organization's Clubessential representative. Reach out to Sales@clubessential.com for more information.
SETUP REQUIREMENTS
After CourtReserve makes the add-on visible, the club's system user should:
Log in to the CourtReserve admin dashboard.
Go to the side menu and click SETTINGS > ADD-ONS.
Locate the Clubessential Integration add-on.
Check the box and click the Setup button. A new window opens and shows the Clubessential setup page.
The club's system user accepts the Terms & Conditions, which includes a $25.00 per month charge added to the club's monthly CourtReserve subscription fee.
Creating the link between Clubessential and CourtReserve
CourtReserve will communicate with Clubessential to link your Organization's API keys.
Once saved, CourtReserve automatically completes these integration tasks:
CourtReserve moves the club to the Clubessential umbrella. The club now falls under the Clubessential enterprise rules (described above after the introduction).
CourtReserve displays the CourtReserve SSO URL (unique to each organization).
CourtReserve displays the SSO URL immediately after the Support Team enters the API key. However, the system user should not provide this to Clubessential until the membership mapping is complete. (see below)
After the system user completes the mapping and sync work, the system user shares the SSO URL with Clubessential so its club members can log in to the Clubessential portal with the single sign-on option.
Mapping membership fields
The club's system user completes these steps after the CourtReserve Support Team has input the API Keys from Clubessential.
Log in to the CourtReserve admin account.
Click SETTINGS on the side menu.
Scroll down to the ADD-ONS section and click the API icon.
Scroll down to the Membership Mapping table below the API settings.
The left column shows Clubessential membership plans.
Each row in the right column has a drop-down menu with CourtReserve membership plans.
On each row, the system user clicks the drop-down menu and selects the CourtReserve membership plan that matches the Clubessential membership plan.
After the system user completes the membership mapping task, CourtReserve syncs nightly to update members in the club's CourtReserve database.
The following fields sync from Clubessential:
First Name
Last Name
Email
Unique ID
Gender
Date of Birth
Membership Type
Family Name (same as Last Name)
Member Number
Phone Number
Address, City, State, Zip Code
If a member is deleted on the Clubessential side, the nightly sync cancels that member's membership plan on the CourtReserve side. However, CourtReserve still keeps that member's data intact.
Resolving unmatched members
To sync Clubessential and CourtReserve member lists, CourtReserve compares the values in the First Name and Last Name fields.
If the syncing process finds member names in the CourtReserve list that do not match records in the Clubessential list, CourtReserve generates a list of unmatched names and sends it to the club.
If the club wants to link these members to Clubessential, the club's system user should add the member’s Clubessential Unique ID to the document with unmatched names. CourtReserve staff will map each member manually.
If the club wants to delete an unmatched member, the club's system user should create a separate file with those names and send it to CourtReserve. CourtReserve staff will delete each member manually.
The club can leave an unmatched member unlinked to keep the record on file if needed.
Please note the SSO URL is not available to unmatched members who are not linked to a Clubessential Unique ID.
FAQ: CLUBESSENTIAL INTEGRATION
How often does CourtReserve sync data from Clubessential?
CourtReserve will auto-sync nightly to import new members and update.
What information is sent to MembersFirst from CourtReserve?
First Name
Last Name
Email
Unique ID
Gender
Date of Birth
Membership Type
Family Name (same as Last Name)
Member Number
Phone Number
Address, City, State, Zip Code
Is SSO available through the Clubessential with this integration?
Yes, once the integration completes, an SSO link will be provided through the Clubessential icon of the Add-Ons section. Provide this link to your Clubessential representative to provide your members with SSO abilities.
I have questions about my Clubessential platform, who should I contact?
Organizations should contact their Clubessential Representative. Reach out to Sales@clubessential.com for more information if you do not know who that representative is.