Implementation Guide

Table of Contents

• IMPLEMENTATION OVERVIEW
• ClubHouse Online Terminology
• Implementation Phases
  • What's involved
  • Phase 1 - Discovery Call
  • Phase 2 - Project Plan Call
  • Phase 3 - Installation
  • Phase 4 - Design
  • Phase 5 - Training
  • Phase 6 - Go Live Preparation & Review
  • Phase 7 - Go Live
• CLUBHOUSE ONLINE - OVERVIEW
• Club Central Dashboard - Administrator Access
• Widgets
  • What are Widgets?
• Try for yourself and create pages
• Online Modules - Member Experience Videos
• ClubHouse Online Email Marketing Campaigner
• Frankie Email Marketing
• ClubHouse Online Security Features

Implementation Overview

Welcome

Congratulations!
A properly implemented ClubHouse Online website ensures that your Club will be able to deliver a wonderful website experience to your membership.
This guide outlines the implementation process, lays out key responsibilities and the importance of each phase of the project.

Note: Careful adherence to the required deliverables and staff scheduling, will ensure the best possible experience both during implementation and with the resulting live website.

ClubHouse Online Terminology

The following are terms may be used during the ClubHouse Online website implementation project.

Implementation Phases

What's involved?

The Implementation of the ClubHouse Online website involves a seven-phase process from Discovery Call to Go Live. The different phases are as shown below:

Roles and Responsibilities

The required contribution for each role in the ClubHouse Online Website implementation project is communicated below. The roles for ClubHouse Online and the CLIENT is indicated below with their responsibilities.

ClubHouse Online

Throughout the implementation, the ClubHouse Online Project Coordinator will act as your point of contact for any matters related to the website implementation project. They will be available to answer questions that may arise during the implementation and will help guide your staff as you set up your website.
The ClubHouse Online Project Coordinator will host progress calls, which the CLIENT should attend. These calls are used to ensure the milestones are being met and all parties are updated on the status of the project. These calls will last the duration of the project and will help in addressing any questions or concerns that you might have.

Note: To be able to have a successful implementation and Go Live, it is critical that you adhere to the provided schedule and achieve all the milestones by the required deadlines. Failure to complete the assigned tasks and requirements by their specified dates could result in the rescheduling of training sessions and/or could result in your website Go Live being delayed. Additional fees could result as well.

After Go Live, the ClubHouse Online Project Coordinator will continue to assist you for two weeks. Additional information on handoff procedures and support services will be provided.

CLIENT

It is important to identify the Project Lead from the club who will oversee project governance and be responsible for committing to the implementation schedule. The responsibilities for the Project Lead and other staff members at the club are shown in the following table.

Phase 1 – Discovery Call

Stakeholder(s) required from the Club:

• Project Lead

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator

Location: Remote - GoToMeeting

The ClubHouse Online Project coordinator will schedule the discovery call with the project lead from the club. The purpose of the discovery call is to review the overall scope and expectations of the project and allow the ClubHouse Online Project Coordinator to put together a project plan, which will include the expectations and timelines for the project. This project plan will be sent to the club for review prior to the Project Plan Call, where the project plan will be discussed in detail.

During this call, the ClubHouse Online Project Coordinator will review the following areas:

• Confirm scope of the project
• Confirm Back Office Live Date (If applicable)
• Discussion of potential website go live date
• Review Modules purchased and how they are intended to be used and/or any special set ups.
  • An example would be using the courts module as a simulator
• High level design questions
• Confirm website name

Club Requirement – Upon completion of this call, the project coordinator will work on a project plan which will be sent to the club for review. The club is to review the project plan and notify the project coordinator of any issues prior to the scheduled Project Plan call.

Phase 2 – Project Plan Call

Stakeholder(s) required from the Club:

• Project Lead
• All club staff involved in the project

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator
• Clubhouse Online Web Designer

Location: Remote - GoToMeeting

The purpose of this call is for the ClubHouse Online Project Coordinator to review the project plan in detail with all stakeholders from the club. The project plan outlines the scope of the project, which includes tasks and milestones that must be met in order to ensure a successful implementation of your ClubHouse Online website. The roles and responsibilities of the Client and ClubHouse Online are outlined in this document.
It is important to ensure that all stakeholders participating in this project attend this session.
The club is to review the project plan prior to joining the call.

The following topics will be covered:

• Confirm scope of the project
• Review key stakeholders
• Review project objectives
• Discuss installation process
• Design process overview
• Training overview
• Other applications (if applicable)
• Go Live preparation
• Go Live process
• Post Meeting/Next Steps

Club Requirement – Upon completion of this meeting, the club will sign off acknowledging the expectations of the project. This is an agreement between the club and the ClubHouse Online project team to proceed with the project based on the set timeline. Any delays in completion of tasks or milestones indicated in the project plan may delay the Go Live of the website.

Phase 3 - Installation

Stakeholder(s) required from the Club:

• Project Lead
• Club IT

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator
• ClubHouse Online Installer

Location: Remote - WebEx

The installation phase includes downloading the keys and running the product updates, verifying server requirements are met, completing all necessary readiness forms, and the ClubHouse Online installer installing and setting up the integration pieces between the Jonas Software application and its modules with the ClubHouse website.
Note:

• If the club is planning to purchase new server hardware or moving servers in the near future, that must be communicated to your ClubHouse Online Project Coordinator.
• The Back Office system must be live in order to complete this phase.

Run Jonas Product Update

The club IT is responsible for running the product updates.
Club must download the product keys and run the product update before any installation can take place.

Note: This is required for JCM clients and CSG clients purchasing Jonas JAM or Tee Time modules.
For assistance with Jonas Club Management/Jonas Activity Management or Encore related issues, please contact support.

Server Requirements

It is the responsibility of the club’s IT to complete all requirements indicated on the Server Web Readiness Form and Online Ordering Readiness Form (If applicable).
Note: Failure to complete any of the requirements indicated on the form will result in the rescheduling of the installation to a later date.

Readiness Forms

The following forms must be completed by the club controller/IT that has access and permissions to configure requirements on the server.

• Link to IT Readiness Form
• Link to Club Reeadiness Form
• Link to Online Ordering Readiness Form

The following forms must be completed by the club

• Link to Mobile App Readiness Form
• Link to Email Marketing Readiness Form
• Link to Frankie Email Marketing Readiness Form
• Link to Public Tee Times

Upon submitting the Server Web Readiness Form, the ClubHouse Online Project Coordinator will reach out to the club to schedule the installation. This allows communication between the clubs server and the ClubHouse Online website.

The ClubHouse Online Project Coordinator will schedule installs subsequently when other forms are received for each of the modules.

• Email Marketing or Frankie Email Marketing – Once the form is filled in and submitted, you will receive an auto-response with information about SPF and DKIM. Please forward the information to your IT, the information is also available in the next section. Please have them email the ClubHouse Online Project Coordinator when this component is completed.
• Mobile App – Once the form is filled in and submitted, the ClubHouse Online Project Coordinator will engage the designer to proceed with the mock-up for the mobile app.
  Note: Any missing requirements will delay the submission of the app to the developer for the building of the app.

Server Access – For installation, the ClubHouse Online installer will require access to the club’s server to install and set up the integration pieces between the Jonas applications and the ClubHouse Online website.

• Please indicate if a contact at the club can provide access to the server, or would it have to be the clubs’ IT. The ClubHouse Online Project Coordinator will reach out to schedule.
• If any requirements are missing, the installer will not complete the installation resulting in a reschedule of the installation.

Club Requirement – The club must download the product key and run the product update. All server requirements must be completed. All applicable readiness forms must be submitted in order for the installation to be scheduled.

Additional Items (Test Member Creation and DKIM)

Test Member Creation in Account Receivable System

As a part of the implementation of your Clubhouse Online website and associated applications, we will require the club to create and configure two Member Records within your account receivable system. These accounts will be used to ensure all functionality is operating as intended prior to the launch of your Clubhouse Online website and all associated applications as well the continued support of these products. These accounts will not record any activity within your account receivable system and any test reservations/bookings will be deleted immediately after creation.

JCM\ENCORE

• Member Record:
• Member #: JONAS
• First Name: Jonas
• Last Name: Club
• Email: [email protected]

• Dependent Record:
• Member #: JONA5
• First Name: Clubhouse
• Last Name: Online
• Email: [email protected]

CSG

• Member Record:
• Member #: TEST
• First Name: CSG
• Last Name: Club (Will need to be in Active Dues Class)
• Email: [email protected]

• Dependent Record:
• Member #: 01
• First Name: Clubhouse
• Last Name: Online
• Email: [email protected]

Once these accounts have been created within your account receivable system, they will also be associated with your Clubhouse Online website. Up to three test member accounts may be registered at one time within ClubHouse Online for testing. They will be hidden from all modules within your website but will still be visible to Administrators.
– For Mobile App and Booking Module testing

• JCLUB or CCLUB – primary member as outlined above
• CONLINE – dependent member as outlined above – Register only if needed for testing.

DKIM

DKIM stands for DomainKeys Identified Mail. It is an email authentication method designed to detect forged sender addresses in emails, often referred to as email spoofing. It is a technique often employed in phishing and email spam.
To ensure your email campaigns are trusted by your recipients because the keys can be verified. This will improve your deliverability and help ensure your campaigns are delivered to your recipients’ inbox.

Note: There are two email marketing applications available (Frankie Email Marketing and ClubHouse Online Email Marketing).
Only Configure the Email Marketing application that is applicable to the club.

Frankie Email Marketing Setup

In order for us to implement this authentication method for all of the campaigns you will be sending, we must ensure the following:

1. All of the email addresses you intend to use a 'From Address' reside within the same domain.
2. Your DNS records associated with the club’s domain will have to be updated with the following CNAME records:
   • e2ma-k1._domainkey CNAME e2ma-k1.dkim.e2ma.net
   • e2ma-k2._domainkey CNAME e2ma-k2.dkim.e2ma.net
   • e2ma-k3._domainkey CNAME e2ma-k3.dkim.e2ma.net
3. Your domain will receive a DKIM signing. We will complete this step once your DNS records have been updated.

Once you have completed the DNS Record setup please notify your ClubHouse Online Project Coordinator know in order to have the record confirmed and finalized.

Email Marketing Setup

Note: The sending domain is the domain that is associated with the email address you're using as the 'From Address' in your campaigns. Ex. [email protected], the sending domain where the key would be configured is clubhouseonline-e3.com

In order for us to implement this authentication method for all of the campaigns you will be sending, we must ensure the following:

1. All of the email addresses you intend to use a 'From Address' reside within the same domain. [see Example above]
2. Your DNS records associated with your club's domain have been updated with the following record:
   • em._domainkey.clientDomain.com CNAMEdkim.emailcampaigns.net.

Note: The clientDomain section of the record name should be replaced with your club's actual domain. Ex. em._domainkey.clubhouseonline-e3.com.

If you're not familiar with updating your DNS records please consult with your IT team or the registrar where your domain is registered. Ex. GoDaddy, Network Solutions etc. Once your club's DNS records have been updated please let our support team know so we can have our records updated accordingly.
Once you have completed the DNS Record setup please notify your ClubHouse Online Project Coordinator know in order to have the record confirmed and finalized.

Phase 4 - Design

During this phase, our dedicated Clubhouse Online Web Designer will work directly with your club on the entire web design portion of the website implementation process. The design portion is broken down into different milestones further explained below.

REQUIREMENTS GATHERING

During this initial stage of the design process, it will be the opportunity for both the club and Clubhouse Online Web Designer to gather all the required ideas, design vision and design assets in order to begin the overall website design.

Design Call

(Club Staff/ Clubhouse Online Web Designer)
The web designer will schedule and conduct an initial design call with your club. The purpose of this call is to gain a better understanding of the club’s design ideas/visions. For example, learning any design pain points encountered with your current website to address with the new website design. This call will aid the web designer with how the new website will be designed. The web designer will also outline the design assets they will require from your club to proceed.

Graphics Assets Gathering

(Club Staff)
It will be the club’s responsibility to gather the assets necessary for our web designer to proceed with creating the website mock-up. This may include the club logo, branding colors, fonts and any potential images to utilize within the site design.
Note: Images will be available to be swapped out by the club. The images used in the mock-up design do not have to be the final images used at time of launch of the website. Placeholder images may be used for mock-up purposes, but actual club-owned imagery will be required at time of website launch.
Branding/Logos: It is recommended to share any branding/logo files with the designer. For example, any digital marketing materials that may include color codes, fonts to utilize.
Logo – we recommend providing a vector file in AI, EPS, or SVG format for the app. If the logo is only to be used for the website, we may be able to utilize a logo that is at least 500 pixels in JPG or PNG format.
Image recommendations: It is recommended that any images shared are at least 2000 pixels wide. Our web designer will edit/crop images as needed when uploading and inserting onto the website. However, here are some guidelines for certain aspects of the website design. TIP: It is highly recommended the club updates images with a descriptive name representative of the image. This will help with Search Engine Optimization as well as assist the designer in selecting images to be used across the website design.

• 25% Banner: 1900 x 270 px
• 50% Banner: 1900 x 470 px
• 75% Banner: 1900 x 710 px
• 90% Banner: 1900 x 820 px
• ---
• Title & Summary Text & Image: 952x458px
• Title & Summary background: 1921x648px
• Full-Width Quicklink: 635x440px

Video recommendations: All videos must be uploaded to a video hosting server like YouTube. There is no limit to the video file size, but the file size will always determine the amount of time to download/view on the website. It is recommended that videos are uploaded at a 16:9 ratio.

SITE ARCHITECTURE + GRAPHICS

Within this portion of the process, our web designer will work closely with your club to identify the pages that will be created for the website; via a sitemap assessment. The web designer will also work on the overall graphics mock-up of the website. This includes the design of the site graphics layout (“shell” or “template” each page inherits when a new page is created). Within this portion of the design process, there will be more communication between the Client and the Clubhouse Online Web Designer.
**NOTE: The order of working on the sitemap or mock-up may interchange depending on design requirements as discussed during the Design Call.

Sitemap Phase:

(Club Staff/ Clubhouse Online Web Designer)
A sitemap assessment will be created and collaboratively worked on between the web designer and the club. The purpose of the sitemap is to help identify how the site can be better structured. This includes how the pages will be organized within the navigation and throughout the website. From the Design Call, it will be determined whether the Web designer will create a sitemap based on the current site or if a list of potential pages will be provided by the club to the designer so the designer can use this information for the sitemap.

• Sitemap Creation (Clubhouse Online Web Designer) – Web designer creates and sends sitemap to client.
• Sitemap Feedback (Club Staff) – Client provides feedback/changes.
• Sitemap Finalization (Club Staff/ Clubhouse Online Web Designer) – Web designer applies changes, sitemap finalized and client written approval provided.

Content Gathering:

(Club Staff)
Upon finalization of the sitemap, client can continue gathering any content necessary for each of the pages. Assets are to be uploaded to shared Dropbox folder.

Graphics Mock-up Phase:

(Club Staff/ Clubhouse Online Web Designer)
Based on the graphics assets gathered during the initial stages of the design portion that have been provided by the club and through any design discussions/communication up to this point, the Clubhouse Online Web Designer will create a mock-up of the potential overall graphics of the website. This includes the design and implementation of the site graphics layout (“shell” or “template” each page inherits when a new page is created), the landing home page and a potential sample inner website content page.

• Mock-up Creation (Clubhouse Online Web Designer) – Web designer creates and sends mock-up to client
• Mock-up Feedback (Club Staff) – Client provides feedback/changes
• Mock-up Finalization (Club Staff/ Clubhouse Online Web Designer) – Web designer applies changes, mock-up finalized
• Client Sign-Off (Club Staff) – Client signs off on mock-up approval

Note: Signing this mock-up approval documents confirms the overall website graphics are approved by the club and can now be finalized and implemented onto the website. If additional changes are requested to the overall design after signed approval, any changes/amendments may be billable.

PAGE CONTENT DESIGN

Within this portion of the process, any of the pages that have been agreed upon via the finalized sitemap completed in the Site Architecture + Graphics phase will be created. Within this portion of the design phase, direct communication between the Client and the Clubhouse Online Web Designer will be less frequent. This is because during this phase, a big bulk of the process involves the Clubhouse Online Web Designer working to build out the pages within the site.

Content Build:

(Clubhouse Online Web Designer/ *Club Staff – if client will also build pages)
The Clubhouse Online Web Designer creates and designs the website pages. They will use assets shared by the client in the Dropbox folder including a completed content compilation document, images and any other documents to be utilized.

Client Review/Round of Changes:

(Club Staff/ Clubhouse Online Web Designer)
Upon completion of the graphics and content layout design work to be done, the client will be provided with a link to review. Within 14 days of receiving the graphics and content layout design work completion notification, one round of content layout design changes can be provided. This does not include replacing text, images or documents with updated information. Any verbiage or update changes can be done by the club.

• Client Review (Club Staff) – Client reviews website build, compiles changes into Round of Changes document that is then uploaded to shared Dropbox folder.
• Round of Changes (Clubhouse Online Web Designer) – Web designer applies design layout changes, client reviews, website build is complete.

Phase 5 - Training

The training phase will begin upon completion of the installation and design phase. The training phase consist of both group webinars as well as 1-on-1 sessions. The types of online sessions as well as the number of online training sessions will depend on the scope of the project and the modules purchased by the club.
The ClubHouse Online Project Coordinator will advise which webinars to attend and will schedule all the 1-on-1 training sessions available to the club once the installation has been scheduled.

• It is important to ensure correct staff attend the sessions.
• Website administrator user accounts will be created and provided by the ClubHouse Online Project Coordinator.
• Cancellation or rescheduling of any sessions may delay the project as well as impact the go live date.

Implementation Environment

• A proper learning environment is required during remote training sessions to ensure a successful implementation.
• During remote sessions, please ensure that the team working on the ClubHouse Online Website implementation project is in a dedicated space with access to a conference phone and computer screen. Internet access is also required, as the remote sessions are conducted using GoToMeeting.
• The attendees may require access to the Back Office system depending on the module being trained.
• The attendees for the remote sessions will be listed in the implementation schedule.

Note: The required attendees must attend the entire remote sessions to complete the configuration and training session. If scheduling conflicts exist, these should be brought to the attention of the ClubHouse Online Project Coordinator in advance of the sessions.

• Remote session are outlined in the training section below with appropriate expectations of who is to attend, what work is required, what is covered and the timelines to adhere to.

Stakeholder(s)) required from the Club:

• Project Lead
• Controller
• Accountant
• Dept. Heads

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator
• ClubHouse Online Trainer

Location: Remote - GoToMeeting

Below is the list of all available webinars and module training sessions, not all sessions apply to the club.

GROUP WEBINARS

Online group training webinars occur every other week. Club staff can register and attend as many times as needed.

Group Content Webinar Training

The online group training session covers creating/editing web page content.

• Creating/editing Pages and Content Blocks
• Inserting images
• Hyperlinks
• Setting up public/member pages

Group Calendar Webinar Training

The online group training session enables the club to create events online.

• Creating and editing events
• Creating categories
• Adding event description
• Managing registrations

Club Requirement: The club is to register for the appropriate webinars indicated by the project coordinator.

1-ON-1 TRAINING SESSIONS

The ClubHouse Online Project Coordinator will schedule any applicable sessions for modules the club has purchased with one of our Web Trainers. Sessions are outlined below indicating the purpose, duration of the session, things to do before the session, topics covered and which club staff members should attend.
For each module that is implemented, the club will receive a single 1-on-1 session covering the online aspect. Additional training sessions will be billable. Please ensure any items/tasks mentioned as things to do before the session are completed. Any cancellations or rescheduling of the training session may delay the project and push out the go live date of the website.

Stakeholder(s) required from the Club: Club IT/Controller/Project Lead

Stakeholder(s) required from the ClubHouse Online Team:Project Coordinator

Location: Remote - GoToMeeting

Configuration Training

Applicable to clients whose members will be registering using the ClubHouse Online website and have purchased statements, roster and calendar.

Purpose of the session

• To cover the administration part of the website and setup the various configuration settings
• Additional sessions will be billable at a cost of $150/hr

Duration

• 2 Hours

Topics to be covered

• How Members will register and login to the site
• How an Administrator can register a member on their behalf
• How to create other user accounts on the site
• Set up and configure login filters to restrict certain Member Statuses from registering and logging into your site
• Walkthrough on how the website will update from your backend Accounts Receivable
• Set up and configure the Roster (Member Directory) and control what member information is displayed and which Member Statuses are displayed on the Roster
• Set up and configure the Online Statements and control what information is displayed to members
• Configure and set up the default settings for the Event Management (Calendar) module and control which Member Statuses are included in the search results when adding members to an event booking
• Statements Member & Administrator view and granting dependent statement access
• Review of how Statements will update from your Back Office Accounts Receivable system

Who should attend this session?

• Administrators at the club who will be maintaining the configuration of the website
• A staff member familiar with the Member File and those who will be able to discuss Statement and Roster settings
• Club staff that will answer Statement/Balance inquiries from members.

Registration Training

This is a downsized version of the above Configuration Training, applicable to clients whose members will be registering on the ClubHouse Online website. Only the registration piece is covered in this session.

Purpose of the session

• To cover the member registration process of the website and setup the various configuration settings
• Additional sessions will be billable at a cost of $150/hr.

Duration

• 1 Hour

Topics to be covered

• How Members will register and login to the site
• How an Administrator can register a member on their behalf
• How to create other user accounts on the site
• Set up and configure login filters to restrict certain Member Statuses from registering and logging into your site

Who should attend this session?

• Administrators at the club who will be maintaining user administration and managing member registration for the website.

Statements Training

Purpose of the session

• To review the Online Statement module and setup the various configuration settings
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1 Hour

Topics to be covered

• Statements Member view, how to grant and remove dependant statement access
• Statements Administrator view how to assist members in granting and removing dependant statement access
• Review of how Statements will update from your Back Office Accounts Receivable system
• Set up and configure the Online Statements and control what information is displayed to members

Who should attend this session?

• Administrators at the club who are responsible for Member Statement Management
• At least one staff member familiar with the Accounts Receivable Member Inquiry within the Back Office system
• Club staff that will answer Statement/Balance inquiries from members

Courts Training

Purpose of the session

• To review the Online aspect of the Courts module and how it connects to the Back Office system.
• This assumes that you and your staff have already completed Jonas Activity Management or Encore COURTS training
• This is not intended to show staff on how to use Courts in JAM/Encore for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1.5 Hours

Things to do before your session

• Ensure Court Settings, Court Privileges, Facilities, Court Types, Booking Types, and Activity Types have been set up. These settings will control which courts and activities are available online and during what times.
• Ensure court(s) are open and available to make a booking online
• If using Email Confirmations - Create Email Confirmation, Cancellation, and Reminder FORMS. This can be accomplished by accessing the Forms area from System Administration and making 3 duplicates of the Default Form and editing them accordingly.
• Have JAM/ENCORE/Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Member view including how to make, edit, and cancel a court booking
• Administrator view including setup and configuration of the online settings
• Review of settings from Back Office system
• Email confirmations, booking reports & syncs

Who should attend this session

• Administrators at the club who are responsible for courts management.
• At least one person attending this training has completed JAM/Encore COURTS training

Dining Training

Purpose of the session

• To review the Online aspect of the Dining module and how it connects to the Back Office system
• This assumes that you and your staff have already completed Jonas Activity Management or Encore DINING training
• This is not intended to show staff on how to use DINING in JAM/Encore for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1.5 Hours

Things to do before the session

• Ensure Table Types, Dining tables, Turn Rates, Dining Facilities and Meal Periods are set up and available to make a booking online. These settings will allow the club to control which dining facilities can be booked for a particular meal period online.
• If using Email Confirmations- Create Email Confirmation, Cancellation, and Reminder FORMS. This can be accomplished by accessing the Forms area from System Administration and making 3 duplicates of the Default Form and editing them accordingly.
• Have JAM/ENCORE/Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Member view including how to make and cancel a dining reservation
• Administrator view including setup and configuration of the online settings
• Review of settings from Back Office system
• Email confirmations, booking reports & syncs

Who should attend this session

• Administrators at the club who are responsible for dining management
• At least one person attending this training has completed JAM/Encore DINING training

Appointment Booking Training

Purpose of the session

• To review the Online aspect of the Appointment Booking module and how it connects to the Back Office system
• This assumes that you and your staff have already completed Jonas Activity Management or Encore Appointment Booking training
• This is not intended to show staff on how to use APPOINTMENT BOOKING in JAM\Encore for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1.5 Hours

Things to do before the session

• Ensure all Services, Service Providers, Departments, Sales Items, Staff group, Staff, Job Codes and Staff Scheduling are set up. These settings will allow the club to control which particular service provider is available for a particular service and will allow the provider/instructor to set and maintain their schedule online.
• If using Email Confirmations - Create Email Confirmation, Cancellation, and Reminder FORMS. This can be accomplished by accessing the Forms area from System Administration and making 3 duplicates of the Default Form and editing them accordingly.
• Have JAM/ENCORE/Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Member view including how to book and cancel an appointment
• Instructor/Provider view including maintaining their schedule and booking a member on their behalf, all completed online
• Administrator view including setup and configuration of the online settings
• Review of settings from Back Office system
• Email confirmations, booking reports & syncs

Who should attend this session

• Administrators at the club that are responsible for appointment booking management
• Instructors/providers
• At least one person attending this training has completed JAM/Encore APPOINTMENT BOOKING training

Tee Times Training

Purpose of the session

• To review the Online aspect of the Tee Times module and how it connects to the Back Office system
• This assumes that you and your staff have already completed Jonas Back Office Tee Time Management training
• This is not intended to show staff on how to use TEE TIME MANAGEMENT in Jonas for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1.5 Hours
• 2.0 Hours w/ Lottery

Things to do before your session

• Open a minimum of two future dated tee sheets in Jonas (* This must be done 24 hrs. or more prior to the session)
• Set up golfer classifications & Rounds of golf rules (If applicable)
• Set up the email confirmation FORMS (Confirmation notice Design)
• Have Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Member view including how to make, edit and cancel a tee time booking
• Administrator view including setup and configuration of the online settings
• Review of settings from Back Office System

Who should attend this session

• Administrators at the club who are responsible for tee time management
• At least one person attending this training has completed Jonas TEE TIMES training

Optional Lottery Training

• Member view including how to make edit and cancel a lottery request
• Administrator view including set up and configuration of online lottery settings
• Review of settings in Back Office system

Public Tee Times Training

Purpose of the session

• To review the Online aspect of the Public Tee Times module and how it connects to the Back Office system
• This assumes that you and your staff have already completed the Jonas Back Office Public Tee Time training
• This is not intended to show staff on how to use TEE TIME MANAGEMENT in Jonas for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1 Hour

Things to do before your session

• Open a minimum of two future dated tee sheets in Jonas (* This must be done 24 hrs. or more prior to the session)
• Set up the email confirmation FORMS (Confirmation notice Design)
• Have Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Public view including how to make and cancel a tee time booking
• Administrator view including set up and configuration of the online settings
• Review of settings in Back Office system

Who should attend this session

• Administrators at the club who are responsible for tee time management
• At least one person attending this training has completed Jonas Public TEE TIMES training

Integrated Events Training

Purpose of the session

• To review the Online aspect of the Event Management module and how it connects to the Back Office system
• To review the Online aspect of the Event Management module and how it connects to the Back Office system
• This is not intended to show staff on how to use EVENT MANGEMENT in JAM\Encore for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1.5 Hours

Things to do before your session

• Ensure there is at least 1 facility with a layout associated to Event Management
• Ensure there is at least 1 Event Type is set up with the Event Format Registration Required
• Ensure there is at least 1 pricing code in order to demonstrate Auto Charge to POS during training
• If using Email Confirmations - Create Email Confirmation, Cancellation, and Reminder FORMS. This can be accomplished by accessing the Forms area from System Administration and making 3 duplicates of the Default Form and editing them accordingly.
• Have JAM/ENCORE/Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Admin - How to create/edit an event in the Back Office system and send it to the web
• Administrator online options including editing and publishing an event, setup of the online settings
• Member view including how to register, edit and cancel a registration for an event
• Review of settings from Back Office system
• Email confirmations, booking reports & syncs

Who should attend this session

• Administrators at the club who are responsible for managing events
• At least one person attending this training has completed JAM/Encore EVENTS training

Hotel Training

Purpose of the session

• To review the Online aspect of the Hotel Management module and how it connects to the Back Office system
• This assumes that you and your staff have already completed Jonas HOTEL MANAGEMENT training
• This is not intended to show staff on how to use HOTEL MANAGEMENT in JCM for day to day operations.
• Additional sessions will be billable at a cost of $150/hr

Duration

• 1 Hour

Things to do before the session

• Have Jonas installed and accessible on the computer you will be joining the training session on as we will be accessing your data during the session

Topics to be covered

• Member view including how to make a hotel booking
• Administrator view including setup and configuration of the online settings
• Review of settings from Back Office system

Who should attend this session

• Administrators at the club who are responsible for hotel management
• At least one person attending this training has completed Jonas HOTEL training

Club Requirement: The club is to ensure all required staff attend all applicable training sessions scheduled by the project coordinator.

GOTOMEETING HOW-TO GUIDE FOR 1-ON-1 SESSIONS

The ClubHouse Online Implementation team uses GoToMeeting for project meetings and 1-on-1 training sessions. This allows the ClubHouse Online Staff to share their screen and control the CLIENTS screen if needed.

Before the Session

• Install the GoToMeeting app as the app is needed in order to provide the Product Trainer with keyboard and mouse control on your workstation. The Product trainer will remote onto your workstation to complete the session.
• Close any confidential information on your workstation that is not required for the purpose of the session.

Joining the Session

• Join the session by utilizing the GoToMeeting link provided in the calendar invite sent to you. You can join the audio portion of the session via computer audio/microphone, or by using the appropriate toll-free dial in phone number provided.
• Please select Download the app to provide the trainer with Keyboard and mouse control during the session.

During the Session – if you are sharing your screen for the session

• At the beginning of the session, the Trainer will share their screen.
• At some point they will make you a presenter and will request keyboard and mouse control in order to complete the session on your workstation.
• When you receive the prompts:
  • In the ”Keyboard and Mouse Control Request“ prompt, click Give Control to grant the Trainer with keyboard and mouse control. You will receive an additional prompt letting you know you are still able to control your mouse – click OK to confirm this message.
    
  • In the “You have been made the Presenter” prompt
    1. Make sure Screen is selected (it will be underlined in blue)
    2. Click Screen to share if you have multiple monitors (it will be selected in blue)
    3. Click Share.
       

GoToMeeting panel (typically on the right side of your screen),

• You can click the 6 dots and drag the panel elsewhere on your screen as needed.
• Click the 2 arrows pointing towards each other in the top left corner to collapse the panel. You can expand this panel at any time using the same 2 arrows.
  

During the Session – if you are viewing the session

• At the Top Select “Everyone” (this may be different depending on your current view)
• Switch to “Hide Everyone” to view the presenter’s screen in full screen.
  
• You could also use the plus or minus sign at the bottom right to adjust your view
  

Phase 6 – Go Live Preparation and Review

During this phase of the project, the ClubHouse Online Project Coordinator will work with the Project Lead to complete tasks in preparation of launching the new site to your membership.

Stakeholder(s) required from the Club:

• Project Lead
• Club IT

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator
• ClubHouse Online Installer

GOOGLE ANALYTICS

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. This only applies to clubs who will be using ClubHouse Online as a full website or as a member’s only website.

1. Register for a Google Analytics account: https://analytics.google.com
2. Provide the UA code to the ClubHouse Online Project Coordinator to apply to the website.
   An example of the code would be: UA-000000-2.
3. Reports will be available within the Google Analytics account created.

The ClubHouse Online team will not be assisting with the creation of reports or training within Google Analytics.

SSL Certificate

The SSL certificate automatically creates a secure, encrypted connection. The SSL certificate only applies to those who will be using ClubHouse Online as their main website or Members Only with registration and has purchased a subdomain.
If using ClubHouse Online as a full website solution (www.clubname.com and clubname.com)
If using ClubHouse Online as a members only solution (members.clubname.com)
Steps

1. Club confirms the domain or subdomain the club will be using.
2. The project coordinator will request the certificate request (CSR) and send it to the club
3. The certificate request is a text file which will be applied to the SSL certificate.
4. The club will purchase the SSL certificate.
   1. We recommend GoDaddy as it covers both www and non-www.
5. The club/club IT will apply the CSR request (provided by the project coordinator) to the SSL certificate.
6. The club/club IT will download the certificate in IIS 7 format to the project coordinator
7. The Project coordinator will submit a request to install the SSL certificate on the web servers
8. The Project coordinator will provide the club with the A-record

Website testing and review

It is the responsibility of the club to review the website and test all modules prior to going live. The ClubHouse Online team will conduct a final integration test prior to the go live date.

SPF Record / Emails from ClubHouse Online:

With the growing concern of email marketing misuse and SPAM email systems being setup, additional security precautions have been enacted by the majority of businesses and email service providers. One of these precautions that has become quite prominent is an SPF Record verification. SPF stands for ‘Sender Policy Framework’ and essentially outlines who has the authority to send e-mails on behalf of your domain. With any e-mail marketing service, you have the ability to state who is sending the email. This is typically identified in the “From” address of the message. The message itself though will not be originating from your domain but will actually be sent from mail servers belonging to the email marketing provider. In this case, the ClubHouse Online servers are actually distributing your email marketing campaigns to your members. That being said the “From” address you are using most likely belongs to your club.

To ensure your message will not be blocked by this verification check, you will need to have an SPF record setup for your domain. This configuration will need to be completed by the Administrator for your domain or by your IT team. Below is the record that will need to be setup on your domain:

• Please click on the link below and configure the SPF Record to ensure that emails sent from our Webservers on behalf of the club have a higher success/deliverability rate Configuring the SPF Record

Club Requirement: The club is to ensure Google Analytics account is created, SSL certificate process is completed, ensure SPF is configured and have fully reviewed the website in preparation of Go Live.

Go Live

For a full site or members only with a club purchased subdomain. The club project lead/club IT will be responsible for coordinating and implementing the A-Record change if applicable.

Stakeholder(s) required from the Club:

• Project Lead
• Club IT

Stakeholder(s) required from the ClubHouse Online Team:

• Project Coordinator

Club Requirement:

• For a Full site, the club project lead/Club IT will update the A-Record based on the agreed time and date in order to go live with the website.
• For a members only website, the club project lead will coordinate with the public website provider to add the CHO subdomain link on the website.
• We do not recommend going live on Friday or any holidays.

Note: Once the A-Record is changed, some people will see the change immediately, for others it may take up to 24 hours.

The Club will be supported by the Project Coordinator for two weeks after go live.

Resources and helpful documents

Main support site: https://support.clubhouseonline-e3.com/

Help Videos: https://support.clubhouseonline-e3.com/Websites/Videos.aspx

Online Training Webinars: https://support.clubhouseonline-e3.com/Webinars.aspx

For assistance with ClubHouse Online related issues, please contact support.

ClubHouse Online - Overview

ClubHouse Online® has been chosen by more clubs throughout the world than any other. Every ClubHouse Online website is custom designed and can be fully responsive, allowing your members to access powerful online features from their desktop computer, tablet or mobile device. These powerful online features include Online Statements, Tee Time Booking, Dining Reservations and more, and are all made possible with true integration to the Jonas Club Software suite of products.

Note: This guide covers only the primary features and functions of the ClubHouse Online website.

Demo Site

Before you begin to dive into the implementation of the ClubHouse Online project, take some time to review ClubHouse Online and it’s functionalities by logging into our demo site and navigating it from a member’s perspective.

Open the following link in your browser:

• https://thegracelands.club
• Login with the following credentials
  • Username: rsmith
  • Password: 22skidoo

Club Central Dashboard – Administrator Access

In order to create content, update settings and manage users, you must first access the admin side of your website which is referred to as ‘Club Central’.

To ensure the security of your website, only users who meet the following criteria will be able access Club Central:

• Contain at least one of the Administrator or the Content Editor roles
• Able to login to the website.
  

  The Content Management system allows club’s to easily create pages.

  

  Simply select a widget and populate content by filling in the fields.

  
  

Widgets

What are Widgets?

A widget site is a modular solution to building a website. The widgets themselves are premade pieces of website that you can mix and match to create a polished look.

Image and Text Quick Links

Click for more examples

Contacts and Staff

Click for more examples

Rotating Image Banner

Click for more examples

Announcement Bar

Click for more examples

Expandable Content

Click for more examples

Try for yourself and create pages

With the project just beginning, we know you are excited to get started. In preparation and to familiarize yourself with what to expect. Why not try the editor, log into our sandbox site, and navigate around?

Please note that this is an open site for everyone to log in, this site will not be used for the development of your website. As this is a shared login, anyone with the credentials will have access to the site, the content created on the site is in no way shape or form a representation of the work created by Jonas staff.

1. Open the following link in your browser:
   https://webinarsandbox.clubhouseonline-e3.net/
2. Login with the following credentials
   • Username: admin
   • Password: P@$$word2022!
3. Click on the top right “Ample Alex” -> select Switch to club central
4. You are now on the Club Central Dashboard
5. Click on pages
6. Create pages

How to Create a Page

When you are creating a page you will need to select a page layout.

Ex.

• A page with 1 column
• A page with 2 columns 70/30

In order to create a page you will first need to decide where this page will reside. If you would like the page to be located in your site's main navigation, you will be creating the page in the Root of the Content Tree. If this page is meant to be a sub-heading (child page), you will be creating the page underneath a parent page. These steps will outline how to create a page:

1. Within your Content Tree, select where you would like the page to reside:
   1. To create a page within Root of the Content Tree, select the Root Page which will be labeled with your club's name
   2. To create a child page, select the parent page where you will create your page beneath
2. Click on the New (+) button located above the Content Tree
3. Select Page (menu item) from the list of available page types
   
4. Enter a name for the page (eg. Contact Us)
5. Select Use existing page template if it isn't defaulted already
6. Select a template in the right hand pane
7. Click on the Save button at the top of the screen

Note: Once you have chosen a Page Template and saved the page, you will no longer be able to change the template of that page. In order to select a new Page Template, you will need to delete the existing page and repeat the aforementioned steps to create a new page.

Once you have completed the steps listed above, the new page will appear at the bottom of the Content Tree.

Note: At this point it is highly suggested to set up the Page Security, which will dictate who is able to view the page prior to adding content

How to Add a Widget

1. Click on the hamburger menu on the content block that you'd like to add a widget to
2. Click Add new widget
   
3. Click on the applicable widget and click Select
4. Configure the widget
5. Click Save & Close from the widget configuration window
6. Save the page
   

Online Modules – Member Experience Videos

ClubHouse Online modules are integrated with the club’s back office system. Please click on the module below to view the full member experience.

Note: The completeness and accuracy of each setup in a module is crucial in ensuring that the module is ready to be integrated with the ClubHouse Online website.

ClubHouse Online Email Marketing

ClubHouse Online Email Marketing is integrated to your Jonas Club Software System allowing you to target messaging based on data you have collected regarding members, guests and prospects. It gives you the ability to increase attendance at club events by focusing your efforts on members who are most likely to participate.

Drag & Drop Editor

Easily create campaigns from scratch by dragging rows into the email canvas and populating it with content blocks.

Use existing templates and configure the content blocks.

Target members by creating segments

Segments filter contacts based on criteria you specify, which helps you more accurately send targeted email campaigns to appropriate contacts, such as those that will receive the most value from it. Providing relevant content to a focused group of contacts builds strong customer relationships.

Frankie Email Marketing

Frankie Email Marketing is integrated to your Jonas Club Software System allowing you to target messaging based on data you have collected regarding members, guests and prospects. It gives you the ability to increase attendance at club events by focusing your efforts on members who are most likely to participate.

Drag & Drop Editor

Easily create campaigns from scratch by dragging the content blocks into the email canvas and configuring them.

Use existing templates and configure the content blocks.

Target members by creating segments

Segments filter contacts based on criteria you specify, which helps you more accurately send targeted email campaigns to appropriate contacts, such as those that will receive the most value from it. Providing relevant content to a focused group of contacts builds strong customer relationships.

ClubHouse Online Security Features

As part of our commitment to upholding industry best practices, we ensure that your ClubHouse Online website and mobile app are secure

Two-Factor Authentication (2FA)

The option for clubs to ask their members to use two-factor authentication (2FA) when logging in to the club website or mobile app.2FA will require members to provide two pieces of information to verify their identity including:

• Their username and password
• A one-time code sent to the email address associated with their ClubHouse Online user account

User Lockout feature

This feature is activated upon a set number of unsuccessful login attempts by a member. The default is configured at 5 attempts, where once this number is met, the user will be locked out for 30 minutes (default setting). Both the number of unsuccessful login attempts and lockout duration can be configured by the club.

• This setup can be completed for members and administrators if desired
• A member can unlock their own account by resetting their password
• Administrators have the ability to verify how many unsuccessful login attempts have occurred as well when the lockout expire for a particular user account should they already be locked out
• The administrator can also unlock a user account

Password Configuration and settings

It is recommended to enforce a secure and complex password. This would entail setting the minimum password length at 14 characters with the highest complexity, which includes at least one number, letter and special character.