My Tennis Bulk Registration Tool

My Tennis – Bulk Registration Tool

Frequently Asked Questions

Can I delete/remove expired members from the template? No, errors will occur if the order of the template is manipulated. If members are NOT renewing they still need to remain in the template spreadsheet. This is to avoid any potential breach of the Privacy Policy.

What members are listed in the template? All current members or recently lapsed (last 12 months) members will appear in the template as ‘Existing’. The template will NOT include Potential or Pending members.

Will I need to provide the current required information for members who previously didn’t need them to be added? If you are making changes to the template, you will need to provide all the required fields for all members. However, you can skip these members during the bulk upload process and still continue with the process of uploading new members. Note: Any updates (including memberships) made will not be updated to skipped members.

Do I need to put family members in a specific order (e.g. Head, Parent, and Child)? The Head (purchaser of the membership) of the family will need to be placed first, after this either the parent or child’s details can be entered in the rows below the Head and the respective row number of the Head of the family to be placed in the ‘Related members’ column.

Will the tool be able to re-send invoices? The tool has the ability to send invoices to pending members, however does not have the ability to RE-send invoices - this will need to be managed individually.

Can the Bulk Registration Tool be used to add Membership Extras? No.

Do emails have to be sent every time? When using the tool from an ORGANISATION access level, the ‘Membership Approval’ email will be sent – This can’t be switched off. If using the tool from a STATE level of access, you have the ability to turn such emails ‘Off’.

When adding a new member to the club (not listed in My Tennis), but this member is an existing member at another club, will the system match the profile? You are able to add new members who are existing members at other clubs, although you will need to provide the correct details for the system to match the existing record and recognise a potential duplicate.

If a member listed in My Tennis appears to NOT have a tennis account (shows ‘No’ for Tennis Account), but the member HAS registered/joined tennis (with the same email address as listed in My Tennis), thus duplicate record, will the club admin be able to add a membership to this existing record or will it provide a message stating that the email address is already in use? The system will recognise that the email address is in use and will ask to provide an alternative. You will then need to add this member to the bottom of the spreadsheet as a ‘NEW’ member and the system will then be able to link to the registered account. Note: Two records of the member will then appear in the clubs member list – one with a tennis account and one without.

Required fields to be completed are highlighted and the description for each field is provided below.

(Column) Field Description REMAIN as existing even if member is not renewing. Place NEW (A) Status when adding new members (not listed in the member list) at the BOTTOM of the spreadsheet. Use the drop down menu. (D) First Name (E) Middle Name (F) Last Name (G) DOB “Dummy” DOB is 01/01/1900 (H) Gender Use “F” or “M” (I) Email “Dummy” email is [email protected] (J) Home Fill at least one number out of Home, Mobile &, Work (K) Mobile Fill at least one number out of Home, Mobile &, Work (L)Work Fill at least one number out of Home, Mobile &, Work (M) Membership Type Use drop down box in Tennis Australia downloaded sheet Only applicable for family/group memberships - The ROW NUMBER of the Purchaser/Head of the family membership package will need to (N) Related Members be added in this field for the RELATED MEMBERS (Parent/Partner/Children/etc) Payment method must be selected even if unsure of how payment will (O) Payment Method be made for members that are placed in pending, this can be edited when ‘approving’ the members. If YES is selected, the club admin will later need to ‘Approve’ or (P) Place In Pending ‘Reject’ the membership. If NO, the ‘Offline payment information’ (next two columns) is REQUIRED to be entered. (Q) Received Date See Above (R) Transaction Reference See Above Number (S) Residential Address1 (T)Residential Address2 (U) Residential City (V) Residential Country (W) Residential State (X) Residential OtherStateName (Y) Residential Postal Code (Z) Mailing Address1 (AA) Mailing Address2 (AB) Mailing City (AC) Mailing Country (AD) Mailing State (AE) Mailing OtherStateName (AF) Mailing Postal Code (AG) Emergency Contact Person (AH) Emergency Contact Relation (AI) Emergency Contact Number (AJ) Club Notifications If left blank, this will automatically set the notification as ‘Yes’.

For further support you can view the user guide here: http://support.tennis.com.au/articles/bulk-registration-tool/

OR CALL 1800 PLAY TENNIS, EMAIL [email protected] or use the Live Chat feature within My Tennis.