Configuration

General Settings

• Allow Administrators To Edit Roster - This option allows any Administrator or Roster Administrator to edit Member information, as the member would, within the Roster. Once checked, Members will have a pencil icon next to their name for Administrators to edit their information online.
• Enable Business Name Update (Jonas Only) - For Jonas Club Management back office systems, allows members to edit the name of the business attached to their Member profile.
• Mobile Roster Label - Edit the navigation option for Roster on the mobile platform.
• Additional Info Tab - Text entered in this field will replace Additional Info within the Roster's View Full screen as well as the tab within Edit My Personal Info. If nothing is entered, Additional Info will remain.
• Default Results Per Range - Specify the number of member results that are shown within the Roster by default.
• Roster Photo - This setting determines which photo options are available to members when they are editing and displaying their roster entry.
  • None:  Photos will not be displayed anywhere in the roster.
  • Online Only: Members can upload their own photo.
  • Club Only: Photos stored in the Club Management System will be displayed online. Members cannot upload their own photo.
  • Both: All members will, by default, have the photo stored in the Club Management System displayed in the online roster. In addition, members can opt to upload their own photo if they prefer.</li></ul>

Approval Settings

• Roster Approval - By enabling Auto Approve Roster Changes, all changes requested by members will be immediately updated in your Club Management System. You will still receive email notifications of any change; however, you will not need to approve any changes. If unchecked, any changes submitted by members will be subject to an approval.
• Approval Notification Email - Enter the email address (es) to which all Roster approval notifications will be sent. These contacts will receive an email whenever a member submits a change to their roster profile.
  Use a comma (,) to separate multiple emails. Example: [email protected], [email protected]
• Sender’s Email Address - When emails are sent out from this module back to members, this is the email address that will appear in the 'From' field.

Display

The options below control which fields will display (by default) on the Roster. Administrators can control individual roster fields and/or entire address information.

For more information on Roster fields from a user's view please see the article User Modules > Roster.

Member Roster Filters

Member Roster Filters section allow Roster Administrators to control which members are visible on the roster module by Member Status and Member Dues Class.

Roster Status Filter: Select the Member Statuses to be hidden from the Roster when searching for a member.

Roster Dues Filter: Select the Dues Classes to be hidden from the Roster when searching for a member.

Filter All Dependents: Filter out all dependents from the Roster module. Dependents within ClubHouse Online e3 are considered to be users or members with another 'Bill To' member (Primary member).

Dependent Status Filter: When viewing a member's roster profile, filter out these Member Statuses from displaying as dependents to the member. This differs from the Roster Status Filter which filters out Member Statuses when searching for a member.

Approval List

This section configure the Roster profile approval process for member changes. ClubHouse Online e3 has backward integration, so that changes made online can be changed right into the back office system. This eliminates the need for manual input. These changes to roster profiles can be manually approved before sent to Jonas Club Management, Jonas Encore, Club Select or Club Connect, or they can be automatically approved eliminating the need for any user interaction by a Roster Administrator.

To turn the auto approval functionality for roster changes on or off, please see the article under

The Approval List page includes a table of changes; this table will include the member's name, number, the date modified and the status of the change. To manually approve changes:

1. Click on the pencil icon to the left of a member's name. This is bring up the Roster Change Approval page.
2. The page will list changes that are waiting for an administrator's approval. Fields that have been modified will have the original text in red under the field, and the new values listed in black within the text fields.
   Text in red indicates the original value.
3. Administrators have the option to revert member changes on any specific field, but all changes cannot be reverted at once.
4. Once the Administrator has reviewed the changes they can be APPROVED and sent to the back office system, or DECLINED and sent back to the member notifying them via email their changes have been declined. A Decline Reason must be provided to the member by the Administrator.

A declined change request will not be removed from the Approval List until the member has resubmitted roster profile changes. This will return to the Approval List as a resubmitted change request. Alternatively, the club can revert the changes and approve the change request to remove the declined request from the Approval List page.

Custom Fields

This section will cover how to create custom fields within ClubHouse Online for ClubHouse Online use only, and how to integrate custom fields within a back office system.

Creating Custom Fields Online

Navigate to Applications > Modules > Roster > Custom Fields. To create a new custom field, enter the new custom field name within the text box and click Add Custom Field. Once completed, the custom field will display in the list under Custom Field Name and can be deleted by using the delete icon to the right.

Once a field has been created, members can use this field when editing their roster profile. Under Additional Info, all custom fields will be displayed for the member to edit. These may include fields that have been uploaded from your back office system; the online custom fields will be displayed below those that have been uploaded (if applicable).

Members can edit these fields without the need for any approval if the club chose to manually approve all roster profile changes.

Integrated Custom Fields

Clubs can upload custom fields within Jonas Club Management, Jonas Encore, Club Connect or Club Select (for club systems group client's custom fields are referred to as Custom Demographic Fields).

ClubHouse Online e3 allows up to 10 fields to be configured and integrated with your back office system.

Jonas Club Management

Configuring integrated custom fields from Jonas Club Management to ClubHouse Online e3 can easily be done by your system administrator within System Administration:

1. Log into Jonas using a Jonas user that has System Administration privileges.
2. Navigate to System Administration > System Setup > ClubHouse Online e3 Profile. Choose the company within your Jonas Management software that is integrated with your ClubHouse Online website.
3. Within the Roster Custom Fields box, enter the custom codes for these fields. These are the same codes used in other programs such as Club Report Generator.
4. Click 'OK' when finished. Your custom field must now be synched to your website in order to be visible.
5. Log into your ClubHouse Online e3 website as an Administrator and navigate to Applications > Company Management > Company Synchronization and run a Configuration Sync by clicking START. This will add the field to the website.
6. At this point, any data within your member file that uses this custom field has not been uploaded to ClubHouse Online e3. Therefor a Roster Sync must follow to ensure any members that use this custom field will have it included within their Roster Profile.
7. Click on START beside the Roster Sync box.

Jonas Encore