How to Manage Fields Uploaded to Email Marketing

Jonas Club Management

Adding Additional Fields

Jonas Club Management allows up to 100 different fields to be uploaded to the ClubHouse Online Email Marketing Module. There is a total of 28 preselected fields but up to 72 additional fields can be added. The preselected fields include:

To upload additional fields to the Email Marketing Module, follow these steps:

1. Log in to Jonas Club Management (JCM).
2. Club Management > Member File > Member Import/Export > ClubHouse Online EMM Interface Profile.
3. Select Club Code, if not already selected.
4. From the menu on the right, select Fields.
5. In the Field Mapping Utility dialog box:
6. Scroll down the table, and stop at the next empty row.
7. Click on the magnifying glass in the field column, to display the available fields to select from.
8. In the Report Generator Codes dialog box:
9. Type in the name of the field to be added to have the field list auto-complete or press CTRL+F2 on the keyboard to bring up a search. 
10. Double-click on the field Code or Description, it will be added as the last row in the table.
11. ​Repeat steps 7 - 10 to add more fields. 
12. Click Finalize button on the top right of the Field Mapping Utility to save.
13. In the Confirmation dialog box, Click Yes to proceed.  
14. Once confirmed it will indicate the number of fields that will be finalized when the next scheduled export takes place.
    • It also notes that the fields will be blank, until a Sync is completed.
    • Click Ok.
15. The Sync prompt will display in the confirmation dialog box.
16. Click ​Yes to complete sync. 
17. Changes do not update immediately.
    • Exports update automatically every 24 hours (or sooner depending on the club's setup).
    • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.
18. When the export is complete the contacts should be updated with the additional fields and found in the email marketing Contacts > Manage Contacts table.

Removing Fields

In order to remove fields from the Email Marketing module changes have to be updated in both the ClubHouse Online Email Marketing and JCM in that order.

To remove fields from ClubHouse Online Email Marketing module, follow these steps:

1. Login to website and access Email Marketing Module.
2. Select Contacts > Manage Contact Fields from the left navigation.
3. Click in the row of the field to be deleted.
   • The background color for that field will change when selected.
   • Do not click on the field name, this opens the Edit Custom Field dialog box.
4. Click Delete button at the top.

To remove fields from JCM, follow these steps:

1. Once the field no longer appears in the email marketing module.
2. Log in to Jonas Club Management (JCM).
3. Club Management > Member File > Member Import/Export > ClubHouse Online EMM Interface Profile.
4. Select Club Code, if not already selected.
5. From the menu on the right, select Sync.
6. Wait for the next export to be completed. 
7. Once the export has completed.
8. Go back to Club Management > Member File > Member Import/Export > ClubHouse Online EMM Interface Profile
9. Select Club Code, if not already selected.
10. From the menu on the right, select Fields.
11. The field deleted in the Email Marketing module, should now be a different color than all the other fields
12. Click on the field to be deleted, the code will be highlighted.
13. Click Delete at the bottom to remove the field.
14. Click OK button at the bottom to save.

CSG ClubConnect

CSG ClubSelect

Encore

Adding Additional Fields

Encore allows up to 45 General fields and 9 Calculated fields to be uploaded to the Email Marketing Module. The General fields that are available for upload are as follows:

The Calculated fields that are available for upload to the Email Marketing module represent the Statement Aging Buckets in Encore. The Aging buckets that are available for upload are as follows:

All Custom fields created in Encore will be available to be uploaded to the Email Marketing module.

To upload additional fields to the Email Marketing module, follow these steps:

1. Log in to Encore.
2. Select System Administration.
3. Double-click System Setups.
4. Double-click Integrations.
5. From the available System Integrations list, select EMM or CHO EMM.
6. Select ClubHouse Online Email Marketing tab.
7. Select General Settings tab.
8. Click Setup ClubHouse Online Email Marketing Fields button.
9. From the ClubHouse Online Email Marketing Fields Settings dialog box.
10. Select General, Custom or Calculated tab to find field to be added.
11. Available Fields column, click on the Field name to be added. 
    • The selected field will have a orange background.
    • Fields with a purple background, have already been exported to the Email Marketing module.
12. Click on the green arrow pointing right to add field to the list of fields to be exported, it will display in last row of table on the right.
13. Repeat these steps until all desired fields have been added. 
14. Click Close button in top left.
15. System Integrations window, click Save to complete the changes.
16. Select General Settings tab.
17. Click Synchronize Data Now button - Info dialog box, should display, sync is successful. 
18. Changes do not update immediately.
    • Exports update automatically every 24 hours (or sooner depending on the club's setup).
    • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.
19. When the export is complete the contacts should be updated with the additional fields and found in the email marketing Contacts > Manage Contacts table.

Removing Field

In order to Remove Fields from the Email Marketing module, changes have to be updated in both the ClubHouse Online Email Marketing and Encore in that order.

To remove fields from ClubHouse Online Email Marketing module, follow these steps:

1. Log in to website and access Email Marketing Module.
2. Select Contacts > Manage Contact Fields from the left navigation.
3. Click in the row of the field to be deleted.
   • The background color for that field will change when selected.
   • Do not click on the field name, this opens the Edit Custom Field dialog box.
4. Click Delete button at the top.

To remove fields from Encore, follow these steps:

1. Once the field no longer appears in the email marketing module.
2. Log in to Encore.
3. Select System Administration.
4. Double-click System Setups.
5. Double-click Integrations.
6. From the available System Integrations list, select EMM or CHO EMM.
7. Select ClubHouse Online Email Marketing tab.
8. Select General Settings tab.
9. Click Setup ClubHouse Online Email Marketing Fields button.
10. On the right, find field that was deleted from the Email Marketing module.
11. Click on the Field name to be deleted, the selected field row will have a orange background.
12. Click on the blue arrow pointing left to remove the field from the table. 
13. In the Confirm dialog box, click Yes to delete the field.
14. Repeat these steps until all desired fields have been removed. 
15. Click Close button in top left.
16. In the System Integrations dialog box, click Save to complete the changes. 
17. Select General Settings tab.
18. Click Synchronize Data Now button - Info dialog box, should display, sync is successful. 
    • Every 24 hours (or sooner depending on the club's setup). 
    • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.
19. When the export is complete the contacts should be updated with the fields removed and found in the email marketing Contacts > Manage Contacts table.