Member Rollout Plan: Migrating to Your New Club Software & Checklist

Member Rollout Plan: Migrating to Your New Club Software & Checklist

Member Rollout Plan: Migrating to Your New Club Software

Successfully transitioning to a new software platform requires clear communication, early engagement, and structured support for your members. This template Member Rollout Plan helps ensure a smooth and confident experience for everyone involved. We recommend tailoring this to your club and your members.



Phase 1: Inform & Prepare

1. Communicate Early & Often

  • Announce the migration: Explain why the club is switching platforms and the benefits members can expect (e.g., easier bookings, smoother back office admin, mobile app access etc).

  • Timeline Overview: Share key dates — when the current system ends, when the new one begins, and important milestones if you are taking a phased approach.

  • Use emails, Club noticeboards, your website, and app notifications to communicate with your membership. 

2. Share What’s Changing

  • Outline the main features members will use that may change:

    • How they book tee times 

    • Entering competitions 

    • Viewing competition results & handicaps

    • Using the app (highlight app download links early)

  • Highlight what won’t change (e.g., fixtures list, competition calendar)



Phase 2: Demonstrate & Engage

3. Host Demo Events

  • Run in-person drop-ins, online webinars, or member evenings:

    • Live walk-throughs of the App and Website

    • Show simple functionality like how to book a tee time or enter a comp as to now overwhelm the audience

  • Allow for Q&A sessions to address concerns.

4. Provide On-Demand Resources

  • Share links to:

    • Video demos

    • Knowledge base articles

    • Step-by-step setup guides



Phase 3: Test & Train

5. Run Trial Competitions

  • Organise test events using the new software for familiarity for staff and members.

  • Allow members to practice logging in, entering scores, and reviewing results.

6. Nominate Member Ambassadors

  • Identify a few tech-savvy members to act as go-to helpers.

  • Their job is to support fellow members with setup or usage questions to ease the burden on club officials



Phase 4: Go Live & Support

7. Official Launch

  • Announce the go-live day and confirm finer details (App login instructions, where to get help, etc).

  • Consider a phased launch if possible

8. Support Channels

  • Direct members to:

    • The Club’s main point of contact (e.g., Club Manager)

    • Available Resources i.e. Online help and guides on your website, or in email communications

    • App support features (resources, app support inbox)

  • Ensure Club officials know the correct support

    • Knowledge Base / Onboarding Portal

    • VMS support inbox



Summary Checklist for Clubs

  • Member communication sent out early

  • Demo events scheduled

  • Support content shared

  • Test competition(s) completed

  • Go-live communications prepared



Tip: Communicate and empower your members. The more confident they feel using the new tools, the smoother your club’s transition will be.

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