Multiple member transfer

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
Generate a transfer list
   Transfer list details
      Selection tick-box
      Name
      From branch
      Visits
      To branch
      Visits
      Tags
      Status
      Kebab menu
   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
Transfer members
   Transfer individual members
   Transfer 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 (grey menu)
Click on Management

Select Transfer members

 

Generate a transfer list

Before Members can be Transferred, you must generate a Transfer list comprising of all Members that meet your Transfer eligibility criteria. Once a Transfer list is generated, it is retained until you re-generate a new Transfer list. This enables you to exit the Transfer list and come back to it any time you require it.

		Click Create transfer list The Transfer list generates a list of all Members that meet your criteria for a potential Transfer. Note: If a Transfer list is re-generated, you will receive a warning advising the existing Transfer list will be overwritten.
		Select the From date (required) The From date and To date specify which Visit dates are used to calculate a Member's eligibility for Transfer. This effects the percentage of Visits the Member made to their Home branch, compared to the Branch they are potentially being Transferred to.
		Select the To date (required) The From date and To date specify which Visit dates are used to calculate a Member's eligibility for Transfer. This effects the percentage of Visits the Member made to their Home branch, compared to the Branch they are potentially being Transferred to.
		Select the Membership payment type (required) Note: Bulk Transfers must be done separately for Billing and Non-billing Memberships. Billing Membership Transfer lists additionally notify the Billing company to move the Member's Membership Payments to the new Branch.
		Enter the minimum amount of Visits required (to an alternate Branch) before being considered for Transfer (required)
		Enter the minimum percentage of Visits required (to an alternate Branch) before being considered for Transfer (required) Note: The Minimum percentage is 51%. The maximum percentage is 100%. Anything less than 51% would indicate a Member has not Visited another Branch more than their Home branch.
		Select Include overdue to include Overdue Members in the Transfer list (optional)
		Select Include manual visits to include Visits that were Manually entered (optional)
		Click Generate
		The report may take some time to generate depending on your criteria and volume of Members. You may leave this screen and come back to it at a later time Once generated, the Transfer list will display how many Members met your criteria: You can re-generate the Transfer list by clicking Generate list at any time (right-hand side) Note: The Transfer list is retained until you re-generate a new Transfer list. This enables you to exit and return to the Transfer list at any time. After a Bulk Member Transfer has been performed, the Transfer list retains which Members were Transferred (or failed) until the Transfer list is re-generated.

 

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) or Branch group(s) in the From branch dropdown box:

Branches are displayed in blue
Branch groups are displayed in green and display (in brackets) how many Branches belong to the Branch group

Multiple Branches / Branch groups can be selected:

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

 

Filter by 'to branch'

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

Branches are displayed in blue
Branch groups are displayed in green and display (in brackets) how many Branches belong to the Branch group

Multiple Branches / Branch groups can be selected:

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

 

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, click X to the right 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.

 

Transfer members

Once a Transfer list has been created and you have removed Members that should not be Transferred from the Transfer list, you are ready to Transfer Members:

 

Transfer individual members

Members can be individually Transferred using the Kebab menu (right-hand side of the Member):

		Click on the three vertical dots (on the right-hand side of the Member)
		Select Transfer member
		The Transfer Status will indicate it is In-progress
		If successful, the Transfer Status will indicate the Member has been Transferred An activity will be added to the transferred member indicating which branch they were transferred from, and when If unsuccessful, the Transfer Status will indicate the Member Transfer Failed

 

Transfer multiple members

Multiple Members can be Transferred by clicking Transfer all members:

		Click Transfer all members
		All Members in the Transfer list will begin showing an In progress status
		If successful, the Transfer Status will indicate the Member has been Transferred An activity will be added to each of the transferred members indicating which branch they were transferred from, and when If some Member Transfers were unsuccessful, the Transfer Status will indicate which Member Transfers Failed