First of all, we are very excited you made the decision to partner with ReClique. Also to trust us to manage your associations, members and operations. We want everyone at your association to know we are committed to helping you have the smoothest transition possible. We truly understand the stress that comes with a transition such as this. We are here to help ease some of the natural pain associated with changing EVERYTHING you've been doing for the past years. Outlined below are some of the things you will be doing as an association to make sure everything is ready.
If you have any questions, we are only a Bubble away.
GL Numbers
We typically import GL Accounts for you but it doesn't hurt having a second look and making sure everything is as it should be. If your association has multiple branches you can enter a %b placeholder in the GL node that identifies each branch and Core will automatically replace it with the correct number.
Membership Types
You MUST make sure that the membership types are correct. We typically do some optimization when we first import your data but the majority of the imports have membership types that we have questions about and you will need to do some research to make some decisions. Below are some things to consider:
We recommend consolidating your membership types to make the sign- up process as easy as it can be for your members and your front desk staff. This means as short, concise, and structured, as possible.
Core can handle a lot of different rates within 1 discount group. That means you do not need membership types for corporates, military, special rates, etc. All these can be handled with a discount on top of the regular membership type.
Some easy exceptions to our recommendation of 'Thou shall not create membership types for discounts' is Silver Sneakers or others like it. When in doubt we can always walk you through the specific scenarios and the pros-cons of doing it one way vs another.
You can add rules for how many people can be on an account and what age. The rules are Explicit which means if you don't make a rule about a particular age range there can be unlimited people in that range.
Discount Setup
We are not going to lie, this one is a big one. You will need to make sure every discount is set up correctly. There are varying amounts of effort depending on what provider you are transitioning from, but it's always important to make sure the discounts are set up correctly.
Make sure not to edit Discount Names or Membership Type names as we will use their names on the final export. Otherwise, duplicates will be created on the final export.
Programs
If you are choosing not to import your programs you will need to set them all up; you can learn how to set up programs as new (see Program Setup section). Even if your programs are imported there will be things you have to check and update.
Make sure GLs are correct for each division.
Make sure the Registration fee amounts and date ranges are correct.
We HIGHLY RECOMMEND consolidating your program divisions under 1 respective program for the whole association. This means that if you used to have U9 Soccer - Branch 1 as 1 program and U7 Soccer - Branch 2 as a separate program you should put them both under the 1 Soccer program for the association.
If the program says a season, date or branch it should be consolidated with something else. For example: Winter Basketball, 2018 Soccer, and Metro Childcare can be consolidated into the programs Basketball, Soccer, and Childcare with their Season and Location information in the Division and Session.
Having programs structured improperly highly decreases member and front desk experience.
Fees and Addons
For things that you need to charge fees for at random times on members accounts like merchandise or card fees use your setup fees. For things that you want to add on top of a membership like a locker rental, an additional dependent fee, or a small monthly contribution you will setup addons.
Other things to keep in mind
As you enter data during the transition period we will be making note of things to adjust during the final import. Some data will be completely overridden during the final import while other data will not be updated at all. These options vary from association to association but below are some common guidelines to make sure there is no wasted effort:
Most likely will be overridden:
Every Unit and its settings (including membership type, discount and dollar amount).
Every Member and its details.
Every transaction and its status.
Every Program Registration and its status.
Most likely you can set up:
Membership type definitions (prices, rules, etc.). DO NOT EDIT THE NAMES UNTIL FINAL IMPORT IS COMPLETE.
Discount groups settings. DO NOT EDIT THE NAMES UNTIL FINAL IMPORT IS COMPLETE.
Program, Division, and Session Settings.
Group Ex. Classes.
Fees and Add-ons.