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.
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)
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
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
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
Member communication sent out early
Demo events scheduled
Support content shared
Test competition(s) completed
Go-live communications prepared