1. Export current membership data (names, CDH number, contact info, membership type, account balances) out of your current software supplier.
2. Validate and clean data to remove duplicates and obsolete entries. This very important, please make sure you do this.
3. Create & configure membership categories in your VMS platform – How To Guide.
4. Begin importing membership data into the new system. Your Home members should already be in the platform, and your secondary members may also be here. How To Guide.
5. Assign membership categories, this can be done in bulk [ How To Guide ]
6. Verify correct data by conducting sample checks on members.
7. Ensure correct Club Accounts have been configured and assign to members. Transfer balances and reconcile. [ How to Guide ]
Checklist:
Data export and cleansing completed? | Y/N | Membership data verified through spot checks? | Y/N |
Membership Categories Created & Configured? | Y/N | Correct Club accounts opened & balances assigned? | Y/N |
Membership Data imported & Categories assigned? | Y/N | Do account totals reconcile with previous system? | Y/N |
Things to consider
· Ensure staff are trained on how to manage membership data in the new system, including adding, updating, and resigning members.
· This may also be a good opportunity to streamline membership categories & club accounts
· If you are still using other software, how will you keep both databases up to date? VMS should be your source of truth.
· Will any member services be impacted during the transition? If so, has this been communicated to members
1. Set up your Stripe Account [ How to Guide ]. This can be done in a few minutes.
2. Complete set up process and check that your STRIPE Account is now connect. When going to Clubhouse > Settings > STRIPE, you should see the message, ‘Your STRIPE Account is now connected’.
3. Set up Subscription Periods in Clubhouse > Settings for the current year
4. Set up Line Items (Any additionally invoiced items i.e. lockers, etc), if none are available then please contact Scottish Golf.
5. Ensure membership categories have the correct Subscription Periods with items and values attached.
6. Configure invoice in Clubhouse > Settings > Accountancy & Invoice Settings. Add in relevant information and payment instructions to invoice. [ How to Guide ]
7. If you want to connect Xero then you need to have a Xero Account Set Up, please speak to your Customer Account Manager to discuss this further. Your Xero account can be linked in a few minutes. [ How to Guide ]
Configuration Checklist:
Stripe account configured and integrated? | Y/N | Subscription Periods & Items created? | Y/N |
Stripe Status checked? | Y/N | Invoice configured, including payment instructions? | Y/N |
Test Payment through STRIPE successful? | Y/N | Xero account configured & connected? | Y/N |
Things to consider
· Do you use payment plans? There are several options available, please discuss further with your Customer Account Manager.
· How are you going to manage outstanding balances from your previous system?
· Do you have any complex invoicing or billing processes that will need extra attention?
· How often do you reconcile payments with your accounting system?
1. Ensure member playing rights are properly configured in membership categories
2. Configure Tee Sheet templates [ How to Guides ]
3. Create Tee Sheet templates for foreseeable future or X number of weeks in advance.
4. Configure Tee Booking Settings and the release day for members/visitors.
5. Verify that this is being shown correctly in App/Website
6. Configure Standard Green Fees [ How to Guide ]
7. Configure Advanced Green Fees [ How to Guide ]
8. Verify that the correct fee is being calculated at check out.
Configuration Checklist:
Member Playing rights configured? | Y/N | Standard Green Fee set up? | Y/N |
Tee Sheet Templates Created? | Y/N | Advanced Green Fee’s set up? | Y/N |
Tee Sheets created for chosen timeframe? | Y/N | Test booking successful? | Y/N |
Things to consider
· How do members currently book tee times? Is this different and will they need education materials?
· Do you have future bookings in your current platform that you need to migrate over?
· Will this change how members book times at the club?
· If you are using VMS in conjunction with other software, do you know the impacts of using both? And how will you manage bookings from two sources?
· Ensure tee booking templates consider competition schedules, preventing double bookings.
· Do you have booking limits? Configure any restrictions or limits on the number of bookings a member can make during a specified period.
1. Set up basic competitions for testing. Test the full process from Entry to Score Entry and Results. [ How to Guide ]
2. Repeat with some of the other formats you use often.
3. If using tee booking select or zones for competition entry, ensure you have configured this correctly in the competition
4. Once confident, configure your seasons fixture list.
5. Configure Prize Templates for paying out winnings [ How to Guide ]
6. Test Prize templates to ensure they are calculating as expected and paying out to the correct club account.
7. Set up and test Kiosk software for score entry. [ How to Guide ]
8. It is heavily recommend that you involve a group of members in all testing of member facing steps (entry etc) and using them in a tutor role so they can help train other members, or troubleshoot issues on competition days.
Configuration Checklist:
Have you set up and conducted test competitions? | Y/N | Have you created and tested Prize Templates? | Y/N |
Have you created your seasons fixtures? | Y/N | Have you set up the Kiosk? | Y/N |
Have you communicated changes to membership? | Y/N | Have you identified members to help as tutors? | Y/N |
Things to consider
· How are you taking entry fees?
· How does competition entry change for members? Has this been communicated?
· How will your competitions interact with your Tee Sheet?
· Do you plan to use the Kiosk software for scoring? Have you considered what device you will run the Kiosk on?
· If you are using VMS in conjunction with other software, do you know the impacts of using both? And how will you manage bookings from two sources?
· If your club has a Pro Shop, have you defined responsibilities for payment collection and distribution of winnings?
1. Configure the new website’s layout and page structure [ How to Guide ].
2. Import existing content (pages, images, content) to the newly created pages.
3. Configure Topline navigation and update wording.
4. Set up member only pages and post News Articles
5. Verify Page and image responsiveness on mobile devices
6. Make the necessary DNS changes once ready switch your Domain name [ How to Guide ]. Please inform your Customer Account Manager when you are planning on making the change.
7. Once your Domain name has been switched you can then test contact forms, calendars, and members pages.
8. Launch the website and monitor for any issues.
Configuration Checklist:
New website configured and previous content migrated? | Y/N | DNS Changes made to switch over domain name? | Y/N |
Content reviewed and streamlined? | Y/N | Check usability on interactive pages after switch? | Y/N |
Page checks carried out across mobile devices? | Y/N | Website gone live to membership? | Y/N |
Things to consider
· How is your website currently managed and updated?
· Have you reviewed historic pages and only migrated content that is valuable?
· Do you have a plan in place review your website’s content and layout to ensure it stays relevant?
· Are you currently tracking website performance and analytics?
· How easy is your website for visitors to find? Improving SEO or visibility of your website could improve visitor bookings.
1. Contact EposNow and set up EposNow License and order your hardware. Delivery of hardware can take 2-3 weeks but software access should be instant. If you need assistance, then please contact your Customer Account Manager.
2. Create Transition plan with your Customer Account Manager with clear timelines. We recommend 1-2 days for the migration and integration.
3. Export products and inventory from existing software.
4. Import inventory and product catalogue to EposNow, EposNow can do this for you. [ How to Guide ]
5. Configure POS settings and display in EposNow [ How to Guides ]
6. Connect DotGolf Integration, syncing membership data and club accounts.
7. Test purchase workflows for goods [ How to Guide ]
8. Set up reporting tools for sales, inventory tracking, and reconciliation in EposNow
9. Train staff on the new POS system and checking out using the DotGolf integration
Configuration Checklist:
Software & Hardware ordered from EposNow? | Y/N | Integration with DotGolf completed? | Y/N |
EposNow Till configured with products/stock? | Y/N | Tested and confirmed to be working as expected? | Y/N |
Migration Plan confirmed with Scottish Golf? | Y/N | EposNow Training session complete? | Y/N |
Things to consider
· Will you use the stock functionality within EposNow?
· Have you applied discounts in EposNow or are you using DotGolf’s Loyalty scheme (cashback)?
· Have all relevant staff been trained and are comfortable using EposNow?
· Will this change any operating processes at the club? And what changes need to be communicated?
· Has the EposNow migration plan been shared with all relevant people? Do members know that club account usage may be affected for 24-48 hours?
· Training Needs: Assess the extent of training required for staff to use the new system efficiently. Do you have all the tools and resources you need for this? If not, please contact your Customer Account Manager.
· User Access Levels: Determine who needs what level of access to the new software and set permissions accordingly.
· Learning Curve: Consider the time it will take for staff to become proficient with the new software. Has this been built into your migration timeline?
· Dual Software Impact: If you are planning on running additional software side by side, have you considered all possible impacts to staff and members? i.e. updating 2 databases, systems not communicating etc.
· Communication: Keep staff informed about the transition timeline and their role in the process.
· Process Reengineering: Identify any internal processes that may need to be adapted to align with the new software.
· Ownership & Responsibility: Assign clear ownership roles to team members and address potential resistance from staff who may be accustomed to the old system.
· User Experience Changes: Understand how the new software will impact the customer experience (e.g., interface changes).
· Service Disruption: Minimise and clearly communicate any potential disruptions to services members rely on.
· Customer Support Impact: Plan for potential increases in customer support inquiries and prepare teams accordingly.
· Customer Trust: Reinforce the benefits of the change, emphasising how it will improve their experience in the long run.
· Mobile App Changes:Members may have to download the My Scottish Golf App and register their CDH number. Ensure guides have been distributed on how to do this.
· Learning Curve: Customers may require time to adjust to the new system, especially if the functionality or interface is significantly different.
· Lost Features & Enhancements: Certain features or functionalities that customers rely on may have changed or not available in VMS. Alternatively, there may be feature enhancements in the new platform that your old platform didn’t have. Do you know what these are?