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Network Transfer System

Smartspace manages membership and club administration for many clubs across Australia. Club administrators can now easily transfer people across clubs and associated networks quickly and easily without the danger of duplicate records.

Please Note!! The transfer of participants to other clubs does not remove those people from current databases. It simply makes them available to an additional database.

Transfer Overview

You can access Network Transfers on the default  (or search) page of the Database Manager. Click anywhere on the Network Transfers/Sharing line to activate the system.

Depending on your level of permissions and the place of you club or association in the network, you will be able to access either one or more of the following:

Local Network Sharing

  • This feature is only available to clubs to get other Smartspace users in their network to share their records with them
  • It searches for the sharing target then sends an email to the person in question
  • The person clicks a link in the email then makes a selection on the landing page
  • They have the choice to reject or accept the invitation or to advise you have got the wrong person
  • The selection is sent to the person who issued the invitation and processing is completed
  • If they accept their record is then available to the club who issued the invitation

Local Admin Transfer

  • This system is only available to administrators of local (usually state based) networks
  • It allows the transfer of any participant to any of the clubs in the network
  • Admins can decide whether or not they change the Primary Club (and membership) of the participant
  • The transfer happens immediately

Network Transfer

  • All clubs and associations can request the transfer of a participant from an associated club or association to theirs.
  • The system first searches for the person before recording the request
  • The administrator of the other club then approves the transfer which is performed on approval
  • Emails are sent to relevant administrators to advise or actions or requests in the system, as needed

General

  • All transfer actions are recorded
  • All transfer records are available to relevant clubs at all times
  • The system is now released but some added features will become available after a testing period.

Local Sharing Within a Network

How local club administrators issue an invitation to share with those from other clubs.

  • Navigate to the Database Manager Search page (default)
  • Show the transfer form by clicking on the Network Transfers line or New Transfers if the form does not show
  • Select Transfer Scope:  Invitation to share (local network record)
  • Insert relevant information in either or both of the Name and Email fields
  • Click Start Transfer Process to start the search
  • Make a selection (click the select field) from the records which result and click Process Selection
    • If no records come up in the search try to search again
    • Make sure the processing message is ok to ensure the request is successful
  • Processing will be automatically completed when the requested party completes their response
  • If you cannot find the person in the database, you can issue a blind request using the following URL
    • http://[mydomainname.com]/register.php?
  • Here is a typical generic Smartspace club share link (insert your own club directory name)
    • https://www.smartspace.ws/[yourclubdurectory]/register.php?action=share

Local (State Based) Transfers

How local administrators transfer immediately.

  • Navigate to the Database Manager Search page (default)
  • Show the transfer form by clicking on the Network Transfers line or New Transfers if the form does not show
  • Select Transfer Scope:  Local Admin Transfer
  • Select a participant from the list as Transfer Target
  • Select the club where the transfer is going to as Transfer To
  • Tick the Primary Change box if you want to change the Primary Club (and transfer Membership)
  • Click Start Transfer Process to make the transfer
  • Make sure the processing message is ok to ensure the transfer is successful

Network Transfers

How to transfer participants from one club to another across all associated networks

  • Navigate to the Database Manager Search page (default)
  • Show the transform form by clicking on the Network Transfers line or New Transfers if the form does not show
  • Select Transfer Scope:  Network Transfer
  • Select a club/association from the Select Network list
  • Fill out one or more of the following three fields
    • Membership Id
    • Name
    • Email Address
  • Click Start Transfer Process to start the search to match your selections
    • If no matches are found. try again with other selectors
  • When you have a list which shows some limited information on each of the matches, make one selection the click Process Selection
  • A transfer request is recorded and an email is sent to the administrator of the relevant club/association
  • That administrator opens up the live transfer and approves the transfer
    • This transfers the record immediately and an email is sent to advise the original person requesting the transfer
    • If you are a network administrator and the transfer request comes from a club in your local network, you can choose to also change the Primary Club by ticking the Primary box at the time of approval.
  • When the requester is satisfied that the transfer has taken place they can finalise the request by ticking the Completed box and processing the record for the final time.
  • Make sure the processing message is ok to ensure the transfer is successful
  • Please note that at present, all Network transfers go through the network administrators, not the clubs themselves
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