Filter a transfer list

Overview

This article guides you through the process of Transferring Members (in bulk) to Branches they use more frequently.
The article is divided into the following twenty-seven topics:

Prerequisites
   Role
   Scope
Use case
Navigation
   Organisation level
Filter a transfer list
      Filter by 'from branch'
      Filter by 'to branch'
      Filter by 'status'
Remove members from the Transfer list
   Remove individual members
   Remove multiple members

 

Prerequisites

Role

Your Role must have the Bulk transfer Permissions.

 

Scope

You must have a Role in the Branches you wish to Transfer members from and to.

 

For more information on Roles, click here.
For more information on Permissions, click here.

 

Use case

A Member's Home branch is where a Member initially signs-up and pays for their Membership (by default). Bulk Member Transfer enables Head office Staff member or multiple Branch owners to Transfer Members to the Branch they frequent more often, thus ensuring the correct Branch receives the gym Membership Payments.

Staff members begin the process by generating a Transfer list which identifies Members that meet a specified amount of Visits and percentage of Visits to another Branch. The Staff member will then remove Members that should not be Transferred from the Transfer list.

The remaining Members in the Transfer list are Transferred at a click of a button. Bulk Member Transfers automatically notify the Billing company to change (on the next Billing cycle) which Branch will receive the Member's Membership Payments.

Note: Members cannot be transferred if they are due to be debited today.

 

Navigation

Bulk Transfers are run at Organisation level:

 

Organisation level

To initiate a bulk transfer at Organisation level:
Navigate to Organisation level (light coloured menu)
Click on Management

Select Transfer members

 

Transfer list details

The Transfer list displays all Members that met the criteria you set when generating the Transfer list.
Prior to clicking Transfer all members the Transfer list enables you to:

• Remove Members that should not be Transferred

After clicking Transfer all members the Transfer list enables you to:

• Identify Members that have been successfully Transferred so far
• Identify Members pending a Transfer (only visible while being Transferred)
• Identify Members that failed to Transfer

Note: After a Transfer list is generated, if a Member is Transferred by other means (e.g. individually via the Member profile screen) they will not display as being Transferred in the Transfer list. They will instead fail to Transfer when you click Transfer all members as they have already been Transferred.

All Members in the Transfer list display the following information:

 

Selection tick-box

The tick-boxes enable you to select multiple Members for removal from the Transfer list.
The tick-box at the top of the Transfer list will select or de-select all Members.

 

Name

The name and email address of the Member.

 

From branch

The Branch the Member currently Belongs to.

 

Visits

How many Visits (within the date range selected when generating the Transfer list) and percentage of Visits the Member made at the Branch they currently Belong to.

 

To branch

The Branch the Member is Visiting more frequently.

 

Visits

How many Visits (within the date range selected when generating the Transfer list) and percentage of Visits the Member made at the Branch they are Visiting more frequently.

 

Tags

Tags indicate the status of the Member's Membership:

		A Suspended Tag indicates the Member is currently on Suspension.
		An Overdue Tag indicates the Member is currently Overdue with Payments.

 

Status

The status of the Transfer. There are three statuses:

		An In-progress status indicates the Transfer has been initiated and currently being processed. The Transfer process changes details of the Member in Clubware and the Billing company, therefore may take a few seconds to complete.
		A Transferred status indicates the Transfer has been completed.
		A Failed status indicates the Transfer failed to complete. This may happen if a Member was Transferred (via the Member profile) since the Transfer list was generated, or there is an issue at the Billing company side.

 

Kebab menu

The Kebab menu is a Contextual menu that allows you to perform other functions in the Transfer list such as Transferring a single Member or removing the Member from the Transfer list.

 

Filter a transfer list

Once a Transfer list has been created, you can filter the list to display Members that are potentially Transferring from or to specific Branches, or a combination of both.

Note: The filter does not limit who will be Transferred when you click Transfer all members.

 

Filter by 'from branch'

To filter by Branches Members are potentially Transferring from, select the Branch(es) in the From branch dropdown box:

Branches are displayed in blue

Multiple Branches can be selected:

To remove a Branch from your selection, click X to the right of the Branches:

 

Filter by 'to branch'

To filter by Branches Members are potentially Transferring to, select the Branch(es) the To branch dropdown box:

Branches are displayed in blue

Multiple Branches can be selected:

To remove a Branch  from your selection, click X to the right of the Branches:

 

Filter by 'status'

If any Member has a status change, the status filter will become visible. You can choose to only display Transferred Members, Failed Transfers or both:

To remove a filter type from your selection, uncheck the box to the left of the filter:

 

Remove members from the Transfer list

There may be specific reasons Members should not be Transferred.
Members that should not be Transferred must be removed from the Transfer list prior to clicking Transfer all members:

 

Remove individual members

Members can be individually removed from the Transfer list:

		Click on the three vertical dots (on the right-hand side of the Member)
		Select Remove
		The Member is permanently removed from the Transfer list

 

Remove multiple members

More that one Member can be removed from the Transfer list at a time:

		Using the tick-boxes, select the Members you want to remove from the Transfer list Note: Members that have already been Transferred via the Transfer list will appear with a grey tick next to their name. These Members will not be able to be removed or Transferred again unless you generate a new Transfer list, and they fit the new criteria you set.
		A total of the selected Members will be shown at the top of the screen Click on the red writing to remove the selected Members from the Transfer list.